MAPPA Administrator (Full Time) Thames Valley - South Central (Ref: 12915)

HM Prison and Probation Service; Kidlington; On-site; GBP 25,000 - 30,000; Full time

Job summary

A governmental agency is seeking an Administrative Support Officer to provide administrative support in line with National MAPPA Guidance. The successful candidate will maintain offender information, ensure effective administration of referrals, and assist in meetings, all while adhering to confidentiality and sensitivity requirements. Applicants should have relevant experience in meeting administration and proficiency in MS Office applications. A commitment to equality and inclusion in the work environment is essential.

Benefits

Access to learning and development

Flexible working options

Inclusive working culture

Civil Service pension with employer contribution

Annual Leave

Public Holidays

Season Ticket Advance

Qualifications

• Experience of meeting administration and ability to undertake accurate minute taking.
• Good keyboard and IT skills including proficiency in MS Office Word and Excel.
• Ability to use recording databases.

Responsibilities

• Responsible for maintaining accurate offender and victim information on databases.
• Ensure effective administration of referrals into MAPPA.
• Prepare, maintain and collate case records.
• Provide statistical and other information/data as required.

Skills

Meeting administration

Accurate minute taking

Good keyboard skills

Proficiency in MS Office

Education

GCSE Grade A - C in English and Maths or equivalent

NVQ Level 2 or Equivalent

Tools

ViSOR

NDelius

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

The jobholder will provide administrative support within a multi‑agency setting in line with National MAPPA Guidance. The jobholder will also ensure that staff are supported through efficient processes and administration systems are maintained within specified timescales in order to promote the achievement of Strategic Management Board (SMB) objectives. To act as a point of contact for MAPPA within the area for the Responsible Authority agencies and the “Duty to Co‑operate” Agencies as delegated by the MAPPA Coordinator. In line with NPS policies and procedures, the post holder must at all times demonstrate a commitment to equality and inclusion and an understanding of their relevance to the work they do. The post holder must adhere to all policies in respect of the sensitive/confidential nature of the information handled whilst working in this position. This role may involve some out of hours work.

Responsibilities

• Responsible for maintaining accurate offender and victim information on relevant approved databases.
• Ensure the effective administration of referrals into MAPPA from across a range of agencies in line with National MAPPA Guidance.
• Prepare, maintain and collate case and other records, files and management information, in accordance with the standards required.
• To provide statistical and other information/data as required.
• Receive and distribute information and communications in an appropriate manner, e.g. telephone, paper, email.
• Deal and communicate fairly, timely and effectively with Responsible Authorities and the Duty to Cooperate Agencies.
• Organise the availability of appropriate resources, facilities and equipment for activities relating to the effective running of MAPPA.
• Act as a point of contact within the unit including for specialist areas of work as required.
• Maintain appropriate systems to ensure the effective use of general unit resources and make recommendations for improvement as necessary.
• Attend meetings as appropriate. Provide support to meetings as required including organising agenda, comprehensive minute taking, and distribution of notes/minutes and action points.
• To ensure that the principles in respect of information sharing and confidentiality are maintained as outlined in the MAPPA Guidance.
• Coordination and collation of meetings for internal and external attendees, booking rooms, arranging refreshments, preparing material, greeting visitors etc.
• Dealing with highly sensitive issues, acting with diplomacy and maintaining strict confidentiality at all times.
• Keeping up to date with changes in key external partnerships which relate to MAPPA arrangements.
• Ensure all activities are conducted in accordance with Health and Safety policies and procedures. Undertake equipment tests as required.
• Carry out safeguarding children and safeguarding adult duties in accordance with the NPS statutory responsibilities and agency policies.
• Work within the aims and values of NPS and HMPPS.

Benefits

• Access to learning and development.
• A working environment that supports a range of flexible working options to enhance your work life balance.
• A working culture which encourages inclusion and diversity.
• A Civil Service pension with an employer contribution of 28.97%.
• Annual Leave.
• Public Holidays.
• Season Ticket Advance.

Essential Experience

• Experience of meeting administration and ability to undertake accurate minute taking.

Technical Requirements

• Good keyboard and IT skills including proficiency in MS Office Word and MS Office Excel.

Ability

• Ability to use recording databases, for example ViSOR, NDelius, NVQ Level 2 or Equivalent, GCSE Grade A - C in English and Maths (or equivalent), IT Skills; Microsoft Word, Excel, Outlook, and Powerpoint.

Nationality Requirements

• UK nationals.
• Nationals of the Republic of Ireland.
• Nationals of Commonwealth countries who have the right to work in the UK.
• Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre‑settled status under the European Union Settlement Scheme (EUSS).
• Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre‑settled status under the European Union Settlement Scheme (EUSS).
• Individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020.
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service.
• Further information on nationality requirements.

Security

• Successful candidates must undergo a criminal record check.
• People working with government assets must complete baseline personnel security standard checks.

The Civil Service embraces diversity and promotes equal opportunities. The Civil Service also offers a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.