49167 - JEXU - Communications Hub Business Administrator
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.
Over recent years, a series of terrorist incidents have highlighted the vital role that Her Majesty’s Prison and Probation Service (HMPPS) play in the fight against terrorism. This has led to significant investment in the sector, bringing with it new opportunities to enhance and expand our capacity and capability to manage the risk posed by terrorist offenders.
The Joint Extremism Unit is now seeking talent to join its new National Counter Terrorism (CT) Communication Controls Centre. Based in the North-East of England, the Centre will become a ‘centre of excellence’ for the management of official communications (i.e., visits, telephone calls, mail) relating to terrorist prisoners, providing specialist advice and guidance to staff involved in this work across the wider Service.
As a Communications Hub Business Administrator, in addition to providing activity defined within the Administration Hub roles and responsibilities, you will be responsible for:
- Coordinating the application for and deployment of communication controls of terrorist prisoners
- Monitoring terrorist prisoners telephone calls and email/mail
- Working with cross government agencies to assess the suitability of contact between terrorist prisoners and people or organisations in the community
- Maintaining accurate and detailed logs to ensure consistent application of powers available to HMPPS under the Regulation of Investigatory Powers Act.
We are seeking staff who thrive in a challenging and varied role, who are highly vigilant and have a good attention to detail. Analytical skills and those proficient in the use of IT are desirable as are applications from those with existing experience of monitoring communications. Previous experience is not essential however, as full training will be provided. This is a complex area of work and as such we require individuals who have high levels of integrity with an ability to manage potentially sensitive information.
This role is based at a site in Jarrow where the post-holder will be required to work on a daily basis.
Additional Background
The Joint Extremism Unit (JEXU) is the strategic centre for all counter terrorism delivery in Her Majesty’s Prison and Probation Service (HMPPS). JEXU is a joint unit comprising of staff from HM Prisons and Probation Service (HMPPS) and the Home Office’s Homeland Security Group.
The National Counter Terrorism (CT) Communication Controls Centre sits within the National Operations and Assurance Team (NOAT) which is one of four teams within JEXU. This Team was created in 2019 to provide national coordination of a number of key CT specialist capabilities and to deliver CT operational assurance across prisons and probation.
Overview of the job
The job holder will be required to provide a professional and efficient administrative support service to the Directorate maintaining finance, performance and administrative systems within specified timescales for the Directorate.
Summary
The job holder will undertake a share of the transactional activity associated within the Administration Hub. This includes processing most or all of the following categories of paperwork and inputting data ready for checking and onward transmission to the Hub Manager:
- Correspondence
- Car Hire reconciliation
- Fixed and local assets
- IT Administration
- Training
- HR - Entry & Exit Processes
- Vetting Contact point
- Quantum Point of Contact
- Room Bookings
- Printing
- Procuring goods and services
- Absence reporting
- IT Administration / Change Request System (CRS)
- Distributing Communications to various stakeholder groups
Responsibilities, Activities & Duties
The job holder will be required to carry out the following responsibilities, activities and duties:
- To be the first point of contact for general administrative support which will include; dealing with face to face enquiries, booking meeting rooms, projectors, flipcharts, teleconference facilities
- To monitor the Directorates functional mailbox, actioning any issues and where needed logging the request in the relevant folder/spreadsheet
- Provide Diary management and administrative support for Senior Managers
- To act as the Directorate QPC, logging and processing CRS cases, overseeing the case until completion.
- Arrange meetings, including all the preparation work, taking minutes/notes and writing up the minutes to a high standard
- Order items from i-procurement system, ensuring forms are completed correctly and in line with policy.
- For non-catalogue/ad hoc items the use of a Government Procurement Card (GPC). Receipt procured items with issued Purchase Order numbers
- Enter sickness absences on Oracle for staff in the defined work area
- Act as Vetting Contact Point, verifying vetting documents, signing copying, filling in forms and sending onto the SSCL to be processed
- Deal with problems relating to the facilities in defined work areas reporting any faults with equipment and communal areas for example kitchen
- Be required to arrange bulk printing request and distribute to recipients
- Respond to general IT queries and provide basic IT support for the defined area of work and ordering copier supplies through HP (Hewlett Packard)
- Act as Directorate SPOC to manage complaints, queries and requests
- To be responsible for maintaining distribution lists and distribute all communications to key groups.
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.
Behaviours
- Changing and Improving
- Communicating and Influencing
- Working Together
- Managing a Quality Service
- Delivering at Pace
Working Arrangements & Further Information
For nationally advertised campaigns, candidates will be appointed to their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed with the successful candidate(s) on the completion of pre-employment checks.
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. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order
- To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);
- To Ministry of Justice Resourcing (resourcing-services@justice.gov.uk);
- To the Civil Service Commission (details available here)
The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.
You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.
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.
06/12/2021, 23:55 hours.
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.
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
Interview stage assessments
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.