Administrator – Business Hub (Ref:54145)

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

Overview of the job

This is an administrative job in an establishment.

Summary

The job holder will provide administrative support to the Business Hub maintaining finance, performance and administrative systems within specified timescales for the establishment.

This is a 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:

• 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)
• Her 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

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 (SDI’s)
• 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.