28076 - Admin Support: 18.5 hours

£16,005 - £16,805 pro rata
1
12 Months
Yorkshire and the Humber
Wakefield
HM Prison New Hall, WF4 4XX
AA
Band 2
Permanent
Part Time
Administration / Corporate Support

The job holder will provide administrative support to the chaplaincy team.  

The job holder is expected to be familiar with computers and have a working knowledge of Word and Excel. Training will be given in the use of specific NOMS systems. The job holder will be the first point of contact for telephone enquiries which will include speaking to distressed relatives, therefore a good telephone manner is essential.

This is a non-operational role which will involve limited contact with prisoners.

This role has no line management responsibilities.


Overview


Job holders within this Group Profile will undertake daily routine transactional administrative tasks in their area of work in order to support the establishment.   


Characteristics


Typical tasks associated with this Group Profile include:


  • Provide administrational assistance in area of work
  • Maintain accurate filing system for area of work
  • Respond to queries relating to area of work, redirecting where required

Job Descriptions relating to this Group Profile


The job holder once in post will be matched to a job description. A sample list is attached below. The post is rotational so the job holder could during their career carry out the role of different job descriptions


  • Support Services Administration : Business Hub
  • Support Services Administration : Records
  • Support Services Administration : Visits Booking
  • Support Services Administration : Welcome Centre

Competencies


All of the competencies in the National Offender Management Service (NOMS) Competency and Qualities Framework are relevant to this group profile. For the purpose of selection the following competencies will be measured:


  • 4. Leading and Communicating
  • 5. Collaborating and Partnering
  • 6. Building Capability for All
  • 9. Managing a Quality Service


Essential Skills/ Qualifications/ Accreditation/ Registration


An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh


Hours of Work and Allowances


37 hour working week


The job holder must be able to fulfil all spoken aspects of the role with confidence in English or (when specified in Wales) Welsh.

Typical tasks include:

  • Answering the telephone and taking messages
  • Act as contact point for all communications to the team. Prioritise and distribute communications to the appropriate person or relevant department in establishment
  • Preparing and maintaining activities/service lists
  • Stock control and ordering
  • Maintaining the departmental diary
  • Correspond with relevant stakeholders and agencies including volunteers 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.
  • Act as secretary to meetings as required including organising agenda, taking, distributing minutes and action point.

Working Arrangements & Further Information


Some of MoJ’s, including HMPPS, 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 joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.


Standard working hours for this post are 37 hours per week excluding breaks which are unpaid.


If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.


The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment.


Benefits


Annual Leave


-The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.


Bank, Public and Privilege Holidays


-You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment


Pension


-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.


Work Life Balance


HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ


Season Ticket Advance


-After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work


Childcare Vouchers


For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers


Training


HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes


-There are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts


-All staff receive security and diversity training and an individual induction programme into their new roles


Eligibility


-All candidates are subject to security and identity checks prior to taking up post


-All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS


-All staff are required to declare whether they are a member of a group or organisation which the HMPPS considers to be racist


Working for the Civil Service


The Civil Service Code sets out the standards of behaviour expected of civil servants.


We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.


The Civil Service embraces diversity and promotes equality of opportunity.


There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.


See HMPPS competency framework to learn more about the competencies we are looking for.


https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/497684/NOMS_competency_framework.pdf


And you can download positive Competency writing samples for Band 2 and Band 3 applications.


https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/500804/Competency_writing_samples.pdf


Provisional date for interviews is 2nd septemebr 2019

30/07/2019, 23:55 hours.

If you require any assistance please call 0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk. Please quote the job reference - 28076.
Please note the successful applicant will need to undertake a Disclosure and Barring Security Check for this post.

Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance.

if you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance

We have provided detail of the assessment stages and areas being assessed to help you prepare for completing your application form, and to advise of what will be assessed following this, if you successfully pass the application stage.


Application form stage assessments

Abilities
Computer literate - word limit
Good communication skills - word limit
Behaviours
Working Together - word limit

Interview stage assessments

There is 1 interview stage for this vacancy.
Abilities
Computer literate
Good communication skills
Behaviours
Working Together
Strengths may also be assessed at interview but these are not shared in advance.

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit : https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ are able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidate's will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

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) https://www.gov.uk/settled-status-eu-citizens-families

· 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) https://www.gov.uk/government/publications/nationality-rules

This Vacancy is closed to applications.