Business Administrator: Management Coordinator

5 months ago

Bristol, United Kingdom HM Prison & Probation Service Full time

**Details**:
**Reference number**:

- 324761**Salary**:

- £25,752 - £27,116- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Administrative Officer- Band 3**Contract type**:

- Permanent**Type of role**:

- Administration / Corporate Support
- Secretarial**Working pattern**:

- Flexible working, Full-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- This position is based at HM PRISON BRISTOL BRISTOL, BS7 8PSAbout the job

**Job summary**:

- Please refer to Job Description**Job description**:
**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.

**Person specification**:

- Please refer to Job Description**Behaviours**:
We'll assess you against these behaviours during the selection process:

- Managing a Quality Service
- Delivering at Pace
- Working Together
- Communicating and Influencing
- Changing and Improving

**Benefits**:

- Alongside your salary of £25,752, HM Prison & Probation Service contributes £6,978 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.- Access to learning and development
- A working environment that supports a range of flexible working options to enhance your work life balance
- A working culture which encourages inclusion and diversity
- A Civil Service pension with an average employer contribution of 27%
- Annual Leave
- Public Holidays
- Season Ticket Advance

Things you need to know

**Selection process details**:

- This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.- Feedback will only be provided if you attend an interview or assessment.**Security**:
- People working with government assets must complete baseline personnel security standard (opens in new window) checks.**Nationality requirements**:
This job is broadly open to the following groups:

- UK nationals
- nationals of the Republic of Ireland
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the EU, Sw

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