HMP Styal - Business Admin

Overview

All staff have a responsibility to safeguard and promote the welfare of children. The post holder must undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

Summary

The job holder will provide administrative support to residential staff and units, maintaining the administration systems within specified timescales for the establishment. This is a rotational, non-operational job with no line management responsibilities.

Responsibilities, Activities and Duties

• Update Notice to Prisoners, Staff information Notice and Governors/Operational Order folders, ensuring that a copy of the most recent documents is displayed on notice boards and removing them when expired.
• Update the Cell Sharing Risk Assessment (CSRA) database and pass updated risk assessments to the wing manager.
• Coordinate diaries and meetings for residential units and Head of Function.
• Collate and update Personal Officer List on a weekly basis.
• Act as a point of reference for the complaints process, logging, allocating and distributing responses daily and sending reminders as necessary to meet deadlines.
• Ensure the Black and Minority Ethnic (BME) figures are updated and returned to the Equality Team on a weekly basis. Undertake other administrative tasks including:
• Organise, produce and maintain accurate records for the area of work.
• Act as contact point for all communications to the team, prioritising and distributing communications to the appropriate person or relevant department in the establishment.
• Complete monitoring returns for the area of work.
• Input requisitions into the finance database and process requisitions for the defined area of work.
• Coordinate any awareness sessions for the area of work.
• Prepare paperwork for checking by manager, conducting initial checks as required.
• Correspond with relevant stakeholders and agencies to ensure 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.

Behaviours

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

Essential Experience

Job holders must complete specific training in their specialism once they take up the post.

Hours of Work (Unsocial Hours) Allowances

37 hour working week.

Nationalities

• 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