Business Administrator - Programmes

Ministry of Justice; Falfield; On-site; GBP 21,000 - 28,000; Full time

Job summary

The Ministry of Justice is seeking an organised administrative professional to support programme delivery within an offender management context. The role covers processing referrals, maintaining prisoner folders, coordinating diaries for course facilitators, organising letters to probation and family members, and ensuring security clearances are in place.

You will prepare monthly and annual reports, maintain databases, and act as a secretary for meetings, taking minutes and distributing actions.

Responsibilities

• Process programme referrals for individuals and check criteria for suitability.
• Maintain prisoner folders and ensure audit-compliant records.
• Collate up-to-date list of personal officers and notify participants.
• Coordinate the department's diary and rearrange course facilitator dates.
• Arrange information and offer letters for Probation/family members; manage security clearances.
• Liaise with security to confirm approved clearances.
• Inform Offender Management of refusals/non-selection for updates.
• Maintain unit information databases and assist with reports.
• Develop and maintain video monitoring systems and edit IT programme videos.
• Organise case reviews and take minutes at meetings.
• Draft monthly/annual clinical reports and monitor treatment data.
• Collate regime monitoring figures into weekly spreadsheets.
• Undertake other administrative tasks and maintain accurate records.
• Act as contact point for communications and distribute information.
• Complete monitoring returns for the area of work.
• Input requisitions into finance system and process them.
• Coordinate awareness sessions for area of work.
• Prepare paperwork for manager checks and initial verifications.
• Correspond with stakeholders to share information as required.
• Maintain establishment databases, filing systems, and logs.
• Collate information for Service Delivery Indicators (SDIs).
• Act as secretary to meetings, organise agendas, and distribute minutes.

Job description

All staff have a responsibility to safeguard and promote the welfare of children. The post holder must undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation., The job holder will provide administrative support with specific administrative duties as associated with the delivery of Programmes. This is a rotational, non-operational job with no line management responsibilities. Responsibilities, Activities and Duties The job holder will be required to carry out the following responsibilities, activities and duties:

• Process programme referrals for individuals and checking they meet the criteria for suitability obtaining information from relevant databases. Liaise with relevant bodies informing of outcomes & progress chasing as required.
• Maintain prisoner folders for all programmes ensuring they are up to date and compliant with audit requirements.
• Collate a list of up to date personal officers and offender supervisors and notify them all of participants in specific programme.
• Co-ordinate the department's diary, reviewing and rearranging dates and appointments for course facilitators.
• Arrange group member information and offer letters inviting Probation and family members to review hearing and send details to security where appropriate. Liaise with security to confirm all security clearance has been approved.
• Inform the Offender Management team of course refusals/non selection so that they can update individual sentence plans and relevant reports.
• Maintain unit information database and assist in analysis to produce reports.
• Develop and maintain video monitoring system and edit videos on IT programme and store securely.
• Organise case reviews for relevant programmes and take minutes at relevant Case Reviews and any other meetings as required.
• Draft monthly and annual clinical report, monitor treatment, maintain database and backup copies.
• Collate regime monitoring figures from various sources into spreadsheets on a weekly basis to provide relevant management information.
• Undertake other administrative tasks including:
• Organise, produce and maintain accurate records for area of work.
• Act as contact point for all communications to the team. Prioritise and distribute communications to the appropriate person or relevant department in establishment.
• Complete monitoring returns for area of work.
• Input requisitions on to the finance database and process requisitions for defined area of work.
• Co-ordinate any awareness sessions for area of work.
• Prepare paperwork for checking by manager, conducting initial checks as required.
• Correspond with relevant stakeholders and agencies to ensure that they are aware of information so that information is adequately shared.
• Maintain and check establishment databases, manual filing systems and logs of information, responding within agreed timescales and producing reports as required.
• Collate information relating to relevant Service Delivery Indicators. (SDIs)
• Act as secretary to meetings as required including organising agenda, taking and distributing minutes and action points.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.