Overview of the Job
This is an administrative job in an establishment.
Summary
The job holder will provide administrative support to the Business Hub, maintaining finance, performance, and administrative systems within specified timescales for the establishment.
This is a rotational, non-operational job with no line management responsibilities.
Responsibilities, Activities and Duties
The job holder will be required to carry out the following responsibilities, activities, and duties:
1. Undertake a share of the transactional activity associated with the Business Hub, including processing paperwork and inputting data ready for checking and onward transmission by the Hub Manager:
* Performance
* Audit and Compliance
* Finance (Stock taking/Prisoner monies, valuables/Receivables/Reconciling expenditure/Accruals/Outgoing pay/Inter-unit charges/Cashier)
* Information Assurance
* Measuring the Quality of Prison Life (MQPL)
* His Majesty’s Inspectorate of Prisons (HMIP) visits
* Subject access requests
* Official Correspondence
* Complaints
* Risk Register
* Independent Monitoring Board (IMB)
* Action Plans
* Self-audit programme
* Procuring goods
* Vehicle maintenance
* Personal Identity Number (PIN) Phone system
* Ordering of staff uniform
* Bank signatory
* Fixed and local assets
* Accounts Receivable
* Inventory
* Women Royal Voluntary Services
* Canteen administration including Quarterly Review
* IT administration
1. 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, prioritising and distributing communications to the appropriate person or relevant department in the establishment
* Complete monitoring returns for area of work
* Input requisitions onto the finance database and process requisitions for defined area of work
* Co-ordinate 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
The duties/responsibilities listed above describe the post as it is at present and are not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.
An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.
Behaviours
* Changing and Improving
* Communicating and Influencing
* Working Together
* Managing a Quality Service
* Delivering at Pace
Working Arrangements & Further Information
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 may not be suitable for Hybrid Working. Arrangements will be discussed and agreed with the successful candidate(s) and are 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 upon the completion of pre-employment checks.
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.
Benefits
Annual Leave
-The holiday year runs from 1 March. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment.
Pension
-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.
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.
Eligibility
-All candidates are subject to security and identity checks prior to taking up post.
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
As a Disability Confident employer, MoJ is 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.
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