Administrator

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

- 385886

**Salary**:

- £27,040 - £28,472
- A Civil Service Pension with an employer contribution of 28.97%

**Job grade**:

- Administrative Officer
- HMPPS Band 3

**Contract type**:

- Permanent

**Type of role**:

- Administration / Corporate Support

**Working pattern**:

- Full-time

**Number of jobs available**:

- 1

Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- This position is based at HMYOI Guys Marsh Shaftsbury, SP7 0AH

About the job

**Job summary**:

- Please refer to Job Description

**Job description**:
The job holder will be required to carry out the following responsibilities, activities and duties:

- Update Notice to Prisoners, Staff information Notice and Governors/Operational Order folders, making sure that a copy of the most recent documents are displayed on notice boards and remove when time expired
- Update the Cell Sharing Risk Assessment (CSRA) database and pass updated risk assessments to the wing manager
- Co-ordinates diaries / meetings for residential units and Head of Function
- Collate and update Personal Officer List on a weekly basis
- Act as a point of reference for the complaints process, log, allocate and distribute for responses on a daily basis and send reminders where necessary, to ensure deadlines are met
- Ensure the Black and Minority Ethnic (BME) figures are updated and returned to the Equality Team on a weekly basis 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.

**Person specification**:

- Please refer to Job Description

**Behaviours**:
We'll assess you against these behaviours during the selection process:

- Communicating and Influencing
- Delivering at Pace
- Managing a Quality Service

**Benefits**:

- Alongside your salary of £27,040, HM Prison & Probation Service contributes £7,833 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 employer contribution of 28.97%
- 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 and Strengths.

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, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
- Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

**Working for the Civil Service**:

- The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of