HMP Winchester - Business Administrator Management Coordinator

Overview This is an administrative job in an establishment.

Summary The job holder will provide administrative support to the Governor and other senior staff, managing their appointments and keeping them informed of day to day issues as and when they arise. This is a rotational, non operational job with no line management responsibilities.

Responsibilities, Activities and Duties

• Responds to and/or distributes correspondence relating to the Governor including internal and external documents
• Co ordinate the Governor and Deputy Governor's diary, including appointments for staff, managers, internal/external stakeholders and members of the public
• Receive telephone calls on behalf of the Governor, ensuring any messages and requests for information are actioned
• Manage Governor/Deputy Governor's emails; highlighting priority work to be actioned and responding to general enquiries
• Co ordinates the weekly movements sheet for the Senior Management Team
• Maintain a log of all investigations and disciplinary hearings (fast track or full disciplinary), call witnesses and type transcripts of hearings
• Transcribe and publish staff information notices and notices to prisoners and Governors / Operational Orders
• Book accommodation and travel, as required for Governor, and other senior managers
• Send out global emails as and when required to all staff and act as the intranet publisher for the establishment
• 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 the establishment
  • Complete monitoring returns for area of work
  • Input requisitions onto the finance database and process requisitions for the 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 it 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 and responsibilities listed above describe the post as it is at present and are 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.

The job holder must be able to fulfil all spoken aspects of the role with confidence through the medium of English, or Welsh where specified in Wales.

Behaviours

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

Hours of Work (Unsocial Hours) Allowances 37 hour working week.

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 are 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.

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 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.

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 HMPPS considers to be racist.

Recruitment and EEO We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. If you believe the recruitment process has breached these principles you can raise a formal complaint. The recommended order is:

• Contact the Civil Service Commission (details available).

As a Disability Confident employer, MoJ is 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 may 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.

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme for eligible former members of the Armed Forces, who meet the minimum criteria. For further details about the initiative and eligibility requirements visit

Redeployment Interview Scheme Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are at risk of redundancy. Candidates will not be eligible for the scheme if they are applying on promotion.

Civil Service Nationality Rules

• 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)
• 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 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

Reserve List A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.

Use of Artificial Intelligence (AI) Artificial Intelligence can be a useful tool to support your application; however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence . click apply for full job details