Business Administrator Programmes - Part Time 18.5 hours per week

This is an administrative job in an establishment.

Summary The job holder will provide administrative support with specific administrative duties as associated with the delivery of Programmes.

This is a rotational, non-operational job with no line management responsibilities.

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

• Process programme referrals for individuals and checking they meet the criteria for suitability obtaining information from relevant databases. Liaise with relevant bodies informing of outcomes & progress chasing as required.
• Maintain prisoner folders for all programmes ensuring they are up to date and compliant with audit requirements.
• Collate a list of up to date personal officers and offender supervisors and notify them all of participants in specific programme.
• Co-ordinate the department's diary, reviewing and rearranging dates and appointments for course facilitators.
• Arrange group member information and offer letters inviting Probation and family members to review hearing and send details to security where appropriate. Liaise with security to confirm all security clearance has been approved.
• Inform the Offender Management team of course refusals/non selection so that they can update individual sentence plans and relevant reports.
• Maintain unit information database and assist in analysis to produce reports.
• Develop and maintain video monitoring system and edit videos on IT programme and store securely.
• Organise case reviews for relevant programmes and take minutes at relevant Case Reviews and any other meetings as required.
• Draft monthly and annual clinical report, monitor treatment, maintain database and backup copies.
• Collate regime monitoring figures from various sources into spreadsheets on a weekly basis to provide relevant management information.

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. (SDIs)
• 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.

Behaviours

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

TechnicalRequirements

• Job holders must complete specific training in their specialism once they take up post.

Additional Information Working Arrangements & Further Information The 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 aMoJoffice 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 withthe 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.

-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-ratio 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 establishment

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

HM 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 NVQ

Season 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 work

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

-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 roles

-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 racist

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.

The "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.

Redeployment Interview Scheme Civil 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 . click apply for full job details