Support Services Administration

**General Information**:

- Salary
- £23,583
- Working Pattern
- Full Time
- Vacancy Approach
- External
- Location
- Henley-on-Thames
- Region
- South Central, South East
- Closing Date
- 07-Jul-2025
- Business Unit
- Huntercombe
- Post Type
- Permanent
- Civil Service Grade
- AA
- Number of jobs available
- 1
- Reserve List
- 12 Months
- Job ID
- 6761

**Descriptions & requirements**:

- Job description

**Overview of the job**

This is an administrative job in an establishment. All staff have a responsibility to safeguard and promote the welfare of children. The post holder must undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

**Summary**

The job holder will provide administrative support within the Business Hub including switchboard duties, post distribution, filing, photocopying and typing (if qualified typist). 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:

- Operate the switchboard appropriately by identifying the caller’s needs ensuring all messages are communicated to the appropriate parties.
- Receive, open, distribute and monitor all prisoner mail on a daily basis in line with local and national policies and make sure it is kept securely at all times.
- Receive/distribute all incoming staff mail in a timely manner and coordinate the sending out of prisoner and staff mail.
- Send, collect and distribute faxes to appropriate staff.
- Forward any mail on to establishments for prisoners who have transferred.
- Make sure investigation and hearing tapes are transcribed in an efficient and accurate manner (if qualified typist).
- Provide copy typing provision when required (if qualified typist).
- Keep securely copies of all documentation, either in hard copy or electronic form.
- Act as contact point for communications, prioritise and distribute to the appropriate person or relevant department in establishment.

Undertake administrative tasks including:

- Provide administrational assistance in area of work.
- Maintain accurate filing system for area of work. Respond to queries relating to area of work, redirecting w
- required.

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 (w specified in Wales) Welsh.

**Behaviours**
- Developing Self and Others
- Communicating and Influencing
- Working Together
- Managing a Quality Service

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

37 hour working week.
- Additional Information

**Working Arrangements & Further Information**

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, Suicide Prevention and Anti Bullying Programmes
- T are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts
- All staff receive security and diversity training and an individual induction programme into their new roles

**Eligibility**
- All staff are required to declare whether they are a member of a group or organisation which the HMPPS considers to be racist

**Working for the Civil Service**

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principl