Administrative Specialist - Hybrid Work

Group Profile Name: Business Administrator

Organisation Level: Delivery - The jobs at this level will be task focused delivering defined activity or services.

Band: 3

Overview

Job 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 not include line management responsibilities.

Characteristics

• 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 onto 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 (SDIs)
• Act as secretary to meetings as required including organising agenda, taking, distributing minutes and action points.

Job Descriptions relating to this Group Profile

• Business Administrator : Activity Hub
• Business Administrator : Business Hub
• Business Administrator : Employment
• Business Administrator : Equality
• Business Administrator: Mobilisation, Transition and Transformation (MTT) Administration Support
• Business Administrator : Resettlement Worker
• Business Administrator : Healthcare
• Business Administrator : Management Coordinator
• Business Administrator : New Colleagues Lead Administrator
• Business Administrator : Observation, Categorisation and Allocation (OCA)
• Business Administrator : Offender Management Hub
• Business Administrator : People Hub
• Business Administrator : Prison Digital Services Administrator
• Business Administrator : Programmes
• Business Administrator : Psychology
• Business Administrator : Regional Admin Support - Wales
• Business Administrator : Regional Admin Support - North East
• Business Administrator : Chaplaincy
• Business Administrator : Safe Decent and Secure
• Business Administrator : Safer Custody
• Business Administrator : Security Intelligence Collator
• Business Administrator : Social and Palliative Care
• Business Administrator : Substance Misuse and Drug Strategy
• Business Administrator : VCC Administrator

Essential Skills / Qualifications / Accreditation / Registration

Job 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) Welsh.

Behaviours

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

Hours of Work and Allowances

Standard full-time working hours are 37 hours per week excluding unpaid breaks. Hybrid working arrangements may be offered where business need allows. The role is based in the UK only. Part time, flexible and job sharing options may be considered in accordance with the Flexible Working policy.

Working Arrangements & Further Information

Hybrid Working may be available where business needs allow, blending working from a base location, MoJ sites, or from home. Arrangements will be discussed and agreed with the successful candidate and subject to regular review. The holiday year starts 1 March.

Level of Security Checks Required

• DBS Standard
• Counter Terrorism Check (CTC)