Business Administrator: Employment, ID and Banking

The job holder will provide administrative support for the pathways and assist in reducing reoffending by prisoners through the provision of opportunities from reception to release.

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

Responsibilities, Activities and Duties

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

• Help prepare prisoners to take up Release on Temporary Licence work placements and prison leavers take up employment on release. This will include through delivering the Prisoner Banking Programme and ID programme; and supporting colleagues to match job vacancies with potential candidates. Duties will involve:

o Assessing the need of prisoners who require ID and/or a basic bank account and keeping records as per approved templates.
o Supporting prisoners with applications via the Prisoner Banking Programme and ID programme. This includes following the relevant procedures, managing enquiries, and acting as the Single Point of Contact for applicants and programme partners.
o Using approved templates to maintain financial records as necessary, collect relevant management information and report on these as required.
o Supporting Prison Employment Leads in their capacity to identify and match candidates to job opportunities.


• Undertake a share of the transactional activity associated with the Activity Hub. This includes processing most or all of the following categories of paperwork and inputting data ready for checking and onward transmission by the Hub Manager:

o Pathways
o Student applications
o Resettlement pathway contracts
o Procurement of Goods for unit
o Regime Monitoring
o Activity Board
o Management Information Systems
o Industries/Manufacturing
o Education Provision
o Activity/Labour Allocation
o Library activities
o Prisoner Pay


• Promote the work of the Unit and provide opportunities for prisoners by helping to arrange and contributing towards:

o Job club
o Exit interviews
o Housing Clinics
o Induction Assessments

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., 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 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., 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.
For further details about the initiative and eligibility requirements visit : https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ are able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidate's will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

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, Changing and Improving - 250 word limit

Communicating and Influencing - 250 word limit
Working Together - 250 word limit
Managing a Quality Service - 250 word limit
Delivering at Pace - 250 word limit, Changing and Improving
Communicating and Influencing
Working Together
Managing a Quality Service
Delivering at Pace
Experience
Please tell us about your experience in an administrative role including accurate data recording, minute taking and organisational skills.
Strengths may also be assessed at interview but these are not shared in advance.

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 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 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

Childcare Vouchers

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

Eligibility

-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

Working for the Civil Service

The Civil Service Code 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 recruitment principles. 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 Shared Service Connected Ltd (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);


• To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);


• To the Civil Service Commission (details available here)


The Civil Service embraces diversity and promotes equal opportunities. 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 SSCL Recruitment Enquiries Team.