Business Administration Specialist

**General Information**:

- Salary
- The national salary is £33,275, London salary is £36,590. Your salary will be dependent on your base location
- Working Pattern
- Full Time, Part Time, Part Time/Job Share, Flexible Working
- Vacancy Approach
- External
- Location
- Feltham, London, Rochester
- Region
- Kent, Surrey & Sussex, London
- Closing Date
- 06-Oct-2025
- Business Unit
- DDC South Central
- Post Type
- Permanent
- Civil Service Grade
- EO
- Number of jobs available
- 1
- Reserve List
- 12 Months
- Job ID
- 10117

**Descriptions & requirements**:

- Job description

**Overview of the job**

The job holder will be required to provide administrative support and assistance to staff members within their Directorate. Providing a professional and efficient service.

**Summary**

The jobholder will be responsible for carrying out administrative processes, maintaining systems and will act as first point of contact for all HMPPS, MOJ and wider criminal justice stakeholder enquiries arriving into their team, via functional mailboxes, telephone or mail

They will have no direct line management responsibilities but will have regular contact, in an administrative capacity, with internal and external stakeholders including at a Senior level. They will be relied upon to act at all times with professionalism and discretion and in a way that reinforces and enhances the positive reputation of HMPPS.

The post holder also undertakes a variety of specific activities and duties, for which they are held personally accountable, commensurate with their grade.

**Responsibilities, Activities & Duties**

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

- To provide secretariat support to meetings, including all preparation of work, taking minutes/notes.
- Assist with the management of local activities for example business continuity, use of government procurement card, sickness absence management. Assist with the collation of data and other management information requirements.
- Co-ordinate/draft responses to information requests under Freedom of

Information and Data Protection Acts and / or Parliamentary Questions.
- Support and advise staff and management with queries and current personnel policies and procedures.
- To maintain administration databases to record and monitor information & produce monthly reports on these. Ensure that data entered into local and national systems is accurate and in accordance with agreed timescales
- To contribute to the review and development of systems, including procedures regarding the review of all specialist support systems and processes to identify and implement efficiency improvement measures, as required
- Assist the Budget holder with financial planning and maintenance of financial records
- Provide management with management information relating to the relevant area
- Act as first point of contact for relevant external stakeholders
- Monitor the functional mailboxes, action any issues and w needed log the request in the relevant folder/spreadsheet.

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.

**Behaviours**
- Making Effective Decisions
- Seeing the Big Picture
- Delivering at Pace
- Working Together
- Changing and Improving

**Essential Experience**

N.B. Converting job descriptions to the new Success Profile format means areas captured in experience could also be assessed as a strength. Vacancy managers should use their own judgement to decide w best to assess these.

Good communication skills and the ability to communicate at all levels of the organisation

**Technical requirements**

Good working knowledge of Microsoft word, excel
- Additional Information

**Additional Information**

**Please Note**: This is a regional role and may require travel between multiple sites. In addition to your induction that will require at least 3 nights away from home, you will be required to stay away from home and attend a **mandatory week-long training course** focused on our in-house systems and processes.**Travel & Subsistence (T&S) base locations** offered are the **Dogs & DST offices at HMP Feltham** and the **Area Office at Rochester**.**You are required to live within 75 minutes of this location.**

**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 ent