Business Administrator

at  HM Prison Probation Service

JOB SUMMARY

Please refer to the job description

JOB DESCRIPTION

The job holder will be required to carry out the following

responsibilities, activities and duties:

• Undertake a share of the transactional activity associated with the Business Hub. This will include processing most or all of the following categories of paperwork and inputting data ready for checking and onward transmission by the Hub Manager:
• Performance
• Audit and Compliance
• Finance (Stock taking/Prisoner monies, valuables/Receivables/Reconciling expenditure/Accruals/Outgoing pay/Inter-unit charges/Cashier)
• Information Assurance
• Measuring the Quality of Prison Life (MQPL)
• His Majesty’s Inspectorate of Prisons (HMIP) visits
• Subject access requests
• Official Correspondence
• Complaints
• Risk Register
• Independent Monitoring Board (IMB)
• Action Plans
• Self-audit programme
• Procuring goods
• Vehicle maintenance
• Personal Identity Number (PIN) Phone system
• Ordering of staff uniform
• Bank signatory
• Fixed and local assets
• Accounts Receivable
• Inventory
• Women Royal Voluntary Services
• Canteen administration including Quarterly Review
• IT administration
• R JES 227 JD B3 : BA : Business Hub v7.0

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.

PERSON SPECIFICATION

Please refer to the job description

NATIONALITY REQUIREMENTS

This job is broadly open to the following groups:

• 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) (opens in a new window)
• 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 (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

Further information on nationality requirements (opens in a new window)

responsibilities, activities and duties:

• Undertake a share of the transactional activity associated with the Business Hub. This will include processing most or all of the following categories of paperwork and inputting data ready for checking and onward transmission by the Hub Manager:
• Performance
• Audit and Compliance
• Finance (Stock taking/Prisoner monies, valuables/Receivables/Reconciling expenditure/Accruals/Outgoing pay/Inter-unit charges/Cashier)
• Information Assurance
• Measuring the Quality of Prison Life (MQPL)
• His Majesty’s Inspectorate of Prisons (HMIP) visits
• Subject access requests
• Official Correspondence
• Complaints
• Risk Register
• Independent Monitoring Board (IMB)
• Action Plans
• Self-audit programme
• Procuring goods
• Vehicle maintenance
• Personal Identity Number (PIN) Phone system
• Ordering of staff uniform
• Bank signatory
• Fixed and local assets
• Accounts Receivable
• Inventory
• Women Royal Voluntary Services
• Canteen administration including Quarterly Review
• IT administration
• R JES 227 JD B3 : BA : Business Hub v7.

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