Business Administrator
5 months ago
Salary
- £25,752 - £27,116
Number of jobs available
- 1
Detail of reserve list
- 12 Months
Region
- South East
City/Town
- Aylesbury
Building/Site
- HM Prison Spring Hill, HP18 0TL
Grade
- AO
Organisation Grade for HMPPS
- Band 3
Post Type
- Permanent
Working Pattern
- Full Time, Flexible Working
Role Type
- Administration / Corporate Support
Job description
**Overview of the job**
This is an administrative job in an establishment.
**Summary**
The job holder will provide administrative support for the pathways and assist in reducing reoffending by prisoners through the provision of opportunities from reception to release.
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:
- Assessing the need of prisoners who require ID and/or a basic bank account and keeping records as per approved templates.
- Using approved templates to maintain financial records as necessary, collect relevant management information and report on these as required.
- Undertake a share of the transactional activity associated with the Activity Hub. This includes processing most or all of the following categories of paperwork and inputting data ready for checking and onward transmission by the Hub Manager
- Pathways
- Resettlement pathway contracts
- Procurement of Goods for unit
- Regime Monitoring
- Activity Board
- Management Information Systems
- Industries/Manufacturing
- Education Provision
- Activity/Labour Allocation
- Library activities
- Prisoner Pay Promote the work of the Unit and provide opportunities for prisoners by helping to arrange and contributing towards:
- Job club
- Exit interviews
- Housing Clinics
- Induction Assessments
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 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
**Essential Experience**
- Job holders must complete specific training in their specialism once they take up post.
**Hours of Work (Unsocial Hours) Allowances**
37 hour working week
**Factor Examples**
Please provide job-specific examples to support the factors below (please refer to guidance for completion):
**Factor/Examples**
**Skills & Knowledge**
Proficient user of IT including prisoner databases appropriate to their area of work
Good knowledge of procedures, policies and standards in relation to Resettlement pathways - housing, learning skills & employment
Sound working knowledge in resettlement to ensure they are fully aware of the issues that need to be tackled
**Accountability & Decision Making**
Manage all data/information in a confidential manner
Act as first point of contact for the activity hub but any significant decisions affecting the area of work will be made by Management
Determine the urgency/importance of information received/or refer to a manager e.g. may be required to identify difficult/sensitive issues promptly and pass onto relevant parties
Advise manager of discrepancies or problems arising following the analysis of monitoring data
Opening of Prisoner Bank Accounts
**Problem Solving**
Investigate where incorrect/incomplete information has been received e.g. incomplete risk assessments received
Escalate issues to line manager when processes are not being correctly followed e.
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