HMP Business Administrator Management Coordinator

Overview

This is an administrative job in an establishment.

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.

• 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.

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

37 hour working week.

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…