Business Administrator – Records & Coordination

Group Profile Name: Business Administrator

Organisation Level: Delivery – The jobs at this level are task focused delivering defined activity or services.

Band: 3

Job holders provide administrative support to managers and frontline staff by undertaking transactional work in a specific area. A non‑operational role that may involve contact with prisoners depending on the area of work. No line management responsibilities.

• Organise, produce and maintain accurate records for area of work
• Act as contact point for all communications to the team and prioritise and distribute communications to the appropriate person or relevant department in the establishment
• Complete monitoring returns for area of work
• Input requisitions into 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 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 – organise agenda, take, distribute minutes and action points

• 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
• Business Adminstrator:  & Banking

Job holders must complete specific training in their specialism once they take up the post. They must be able to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.

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

• 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
• 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
• 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

Standard full‑time working hours are 37 hours per week excluding unpaid breaks. Flexible working patterns, part‑time and job‑sharing are considered in line with the HMPPS Flexible Working policy. The holiday year runs from 1 March. Internally appointed staff will retain their existing leave calculation method.

Holiday entitlement is calculated on a pro‑rated basis. In addition to annual leave, staff are entitled to 9 days (66 hours 36 minutes) of bank, public and privilege holidays, added to the annual allowance. Some public and bank holidays may require working subject to shift patterns.

All staff are required to and benefit from mandatory training programmes, including security, diversity and role‑specific induction. Staff may be eligible for a season ticket advance after two months’ service. Pension contributions are offered via the Civil Service pension schemes.