Business Administrator

5 months ago

Bristol, United Kingdom Ministry of Justice Full time

Salary 1
- £25,752 - £27,116

Number of jobs available 1
- 1

Detail of reserve list 1
- 12 Months

Region 1
- South West

City/Town 1
- Bristol

Building/Site 1
- HM PRISON BRISTOL BRISTOL, BS7 8PS

Grade 1
- AO

Organisation Grade for HMPPS 1
- Band 3

Post Type 1
- Permanent

Working Pattern 1
- Full Time, Flexible Working

Role Type 1
- Administration / Corporate Support, Secretarial

Job description 1

**Overview of the job**

This is an administrative job in an establishment

**Summary**

The job holder will provide administrative support to the Governor and other senior staff, managing their appointments and keeping them informed of day
- to-day issues as and when they arise.

This is a 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:

- Responds to and/or distributes correspondence relating to the Governor including internal and external documents
- Co-ordinate the Governor and Deputy Governor’s diary, including appointments for staff, managers, internal/external stakeholders and members of the public
- Receive telephone calls on behalf of the Governor, ensuring any messages and requests for information are actioned
- Co-ordinates the weekly movement’s sheet for the Senior Management Team
- Maintain a log of all investigations and disciplinary hearings (fast track or full disciplinary), call witnesses and type transcripts of hearings
- Transcribe and publish staff information notices and notices to prisoners and Governors / Operational Orders
- Book accommodation and travel, as required for Governor, and other senior managers
- 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. 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 (SDI’s)
- 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 is 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. Significant adjustments may require re-examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder

An ability to fulfil all spoken aspects of the role with the 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

**Hours of Work (Unsocial Hours) Allowances**

37 hour working week

The job holder must be able to fulfil all spoken aspects of the role with confidence in English or (when specified in Wales) Welsh.

Additional Information 1

**Working Arrangements & Further Information**

Standard working hours for this post are 37 hours per week excluding breaks which are unpaid.

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.

**Benefits**

**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**

**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**

**Season Ticket Advance**

**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,

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