Executive Admin Coordinator for Governor & Senior Staff

Ministry of Justice; Winchester; On-site; GBP 25,000 - 31,000; Full time

Job summary

Ministry of Justice is seeking an Administrative Support Officer to assist the Governor and Deputy Governor with day-to-day responsibilities. The role is rotational, non-operational, and involves handling correspondence, diary coordination, and confidential materials.

You will manage emails, respond to inquiries, coordinate meetings, arrange travel, and publish notices and information for staff and prisoners. Strong English communication and meticulous record-keeping are essential.

Responsibilities

• Responds to and/or distributes correspondence relating to the Governor including internal and external documents
• Co-ordinate the Governor and Deputy Governor's diary, including appointments for staff, managers, internal/external stakeholders and members of the public
• Receive telephone calls on behalf of the Governor, ensuring any messages and requests for information are actioned
• Manage Governor/Deputy Governor's emails; highlighting priority work to be actioned and responding to general enquiries
• Co-ordinates the weekly movements sheet for the Senior Management Team
• Maintain a log of all investigations and disciplinary hearings (fast track or full disciplinary), call witnesses and type transcripts of hearings
• Transcribe and publish staff information notices and notices to prisoners and Governors / Operational Orders
• Book accommodation and travel, as required for Governor, and other senior managers
• Send out global emails as and when required to all staff and act as the intranet publisher for the establishment
• 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

Job description

Ministry of Justice is seeking an Administrative Support Officer to assist the Governor and Deputy Governor with day-to-day responsibilities. The role is rotational, non-operational, and involves handling correspondence, diary coordination, and confidential materials.

You will manage emails, respond to inquiries, coordinate meetings, arrange travel, and publish notices and information for staff and prisoners. Strong English communication and meticulous record-keeping are essential.