Prison Digital Services Administrator

Ministry of Justice; City Of London; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A governmental body is seeking a Business Administrator in the City of London. The successful candidate will manage communication and record-keeping, ensuring accurate information flow within the organisation. Responsibilities include preparing documents and coordinating awareness sessions. The role offers hybrid working arrangements and opportunities for professional development. Candidates must be confident in English and possess strong organisational skills.

Benefits

Pension scheme

Flexible working arrangements

Training and development opportunities

Annual leave including public holidays

Qualifications

• Ability to organise and maintain accurate records.
• Strong communication skills for stakeholder interactions.
• Experience with finance database input and requisition processing.

Responsibilities

• Organise and maintain accurate records for the area of work.
• Coordinate communications and distribute information.
• Prepare paperwork and conduct initial checks.

Skills

Organisational skills

Communication skills

Confidentiality

Time management

Job description

Key Responsibilities

• 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.
• An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.
• Changing and Improving
• Communicating and Influencing
• Working Together
• Managing a Quality Service
• Delivering at Pace
• 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
• Business Administrator : VCC Administrator, Annual Leave
• 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)

Working Location

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.

Job Rotation

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.

Benefits

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‑ra 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 — 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 Programme. 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.

Disability Confidence — As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns. You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team. For more information on applying for a role as a candidate with a disability or long‑term condition, please watch our animated videos.

Diversity & Inclusion — The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy. A Great Place to Work for Veterans. The “Making the Civil Service a Great Place to work for veterans” initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans.

Redeployment Interview Scheme — Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are ‘at risk of redundancy’.