Job Description

Job descriptionOrganisation LevelDelivery - The jobs at this level will be task focused delivering defined activity or services.OverviewJob holders within this Group Profile provide administrative support to managers and frontline staff by undertaking transactional work in a particular area.The job holder is expected to be competent in their area of work, any specific qualifications or training required will be detailed in the relevant job description.This is a non operational role which may involve contact with prisoners depending on their area of work.
This role has no line management responsibilities.CharacteristicsTypical tasks associated with this Group Profile include:

• 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, distributing minutes and action points

s relating to this Group ProfileThe job holder once in post will be in matched to a job description; a sample list is shown below. The post is rotational so the job holder could during their career carry out the role of different job descriptions.

• Business Administrator : Activity Hub
• Business Administrator : Business Hub
• Business Administrator : Equality
• Business Administrator : Estates
• Business Administrator : Management Coordinator
• Business Administrator : Offender Management Hub
• Business Administrator : People Hub
• Business Administrator : Programmes
• Business Administrator : Psychology
• Business Administrator : Safe Decent and Secure
• Business Administrator : Safer Custody
• Business Administrator : Security Intelligence Collator
• Business Administrator : Substance Misuse and Drug Strategy
• Business Administrator : Healthcare
• Business Administrator : Observation, Categorisation and Allocation (OCA)
• Business Administrator : Establishment Television Systems
• Business Administrator: Mobilisation, Transition and Transformation Administration Support
• Business Administrator: Regional Admin support Wales
• Business Administrator: Regional Estates Team
• Business Administrator: Safe Decent and Secure Benchmark
• Business Administrator: Equality Benchmark
• Business Administrator: Safer Custody Benchmark
• Business Administrator: Resettlement Worker Benchmark
• Business Administrator: OMU Benchmark
• Business Administrator: Regional Admin Support (North East)
• Business Administrator: Regime Development

Essential Skills/ Qualifications/ Accreditation/ RegistrationJob holders must complete specific training in their specialism once they take up post.
An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) WelshBehaviours

• Changing and Improving xe2x80xa2 Communicating and Influencing
• Working Together
• Managing a Quality Service
• Delivering at Pace

Additional InformationWorking Arrangements & Further InformationThe MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone's circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.Some of MoJ's terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS' Flexible Working policy.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.The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment.BenefitsAnnual 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-You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishmentPension-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.Work Life BalanceHM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQSeason Ticket Advance-After two months' service, you'll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of workChildcare VouchersFor any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchersTrainingHMPPS 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-There 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 rolesEligibility-All candidates are subject to security and identity checks prior to taking up post-All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS-All staff are required to declare whether they are a member of a group or organisation which the HMPPS considers to be racistWorking for the Civil ServiceThe 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 . Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

• To Transformative Business Services (0345 241 5358 (Monday to Friday 8am - 6pm) or e mail

); * To Ministry of Justice Resourcing team (
); * To the Civil Service Commission (details available
)As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.For more information on applying for a role as a candidate with a disability or long-term condition, please watch our .Diversity & InclusionThe Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the and the .A Great Place to Work for VeteransThe "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit:Redeployment Interview SchemeCivil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.Civil Service Nationality RulesThis 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)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• 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)Reserve listA reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.

Ministry of Justice