Programme Administration & Records Specialist

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

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.