Prison Digital Services Administrator

Ministry of Justice; Bristol; Hybrid; GBP 23,000 - 27,000; Full time

Benefits offered by this job

Hybrid Working

Flexible Working

Training and development opportunities

Job summary

The Ministry of Justice is recruiting for a Business Administrator role within a rotational team across multiple hubs. The role supports records management, communications coordination and data processing within the establishment.

Hybrid working arrangements apply where business needs allow, with UK-based postings and flexible patterns. The post emphasises accuracy, stakeholder liaison and ongoing documentation.

Qualifications

• Experience in administration and records management.
• Ability to coordinate communications and meetings.
• Proficient in using databases and generating basic reports.

Responsibilities

• Organise, produce and maintain accurate records for area of work.
• Act as contact point for communications to the team and route to the right person.
• Complete monitoring returns for area of work.
• Input requisitions on to the finance database and process them.
• Coordinate awareness sessions and prepare paperwork for manager review.
• Correspond with stakeholders to ensure information is shared.
• Maintain databases and logs and produce reports.
• Act as secretary to meetings, organise agendas and minutes.

Skills

Record keeping

Communication

Organisation

Administrative support

Job description

Typical tasks associated with this Group Profile include:

• 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, distributing minutes and action points., The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone's circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks. Some of MoJ's terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made. Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS' Flexible Working policy. If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff. The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment.

A sift based on the lead behaviour, Communicating and Influencing, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered. Behaviours Application Form Question Word Limit 250 Communicating and Influencing Managing a Quality Service, Communicating and Influencing Managing a Quality Service

The job holder once in post will be in matched to a job description; a sample list is shown below. The post is rotational so the job holder could during their career carry out the role of different job descriptions.

• Business Administrator : Activity Hub


• Business Administrator : Business Hub


• Business Administrator : Employment


• Business Administrator : Equality


• Business Administrator: Mobilisation, Transition and Transformation (MTT) Administration Support


• Business Administrator : Resettlement Worker


• Business Administrator : Establishment Television Systems


• Business Administrator : Healthcare


• Business Administrator : Management Coordinator


• Business Administrator : New Colleagues Lead Administrator


• Business Administrator : Observation, Categorisation and Allocation (OCA)


• Business Administrator : Offender Management Hub


• Business Administrator : People Hub


• Business Administrator : Prison Digital Services Administrator


• Business Administrator : Programmes


• Business Administrator : Psychology


• Business Administrator : Regional Admin Support - Wales


• Business Administrator : Regional Admin Support - North East


• Business Administrator : Chaplaincy


• Business Administrator : Safe Decent and Secure


• Business Administrator : Safer Custody


• Business Administrator : Security Intelligence Collator


• Business Administrator : Social and Palliative Care


• Business Administrator : Substance Misuse and Drug Strategy, Annual Leave

-The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.

• Bank, Public and Privilege Holidays -You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment


• Pension -The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.


• Work Life Balance HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so.


• HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ Season Ticket Advance -After two months' service, you'll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work


• Childcare Vouchers For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers


• Training HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes -There are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts


• All staff receive security and diversity training and an individual induction programme into their new roles


• Eligibility -All candidates are subject to security and identity checks prior to taking up post -All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS -All staff are required to declare whether they are a member of a group or organisation which the HMPPS considers to be racist

• To Transformative Business Services (0345 241 5358 (Monday to Friday 8am - 6pm) or e mail [e-mail]);


• To Ministry of Justice Resourcing team ([e-mail]);


• To the Civil Service Commission (details available here)