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General Information

Salary
The national salary is £27,040 - £28,472, London salary range is £30,068- £33,319. Your salary will be dependent on your base location.
Working Pattern
Full Time
Location
National
Region
National
Closing Date
10-Jan-2025
Business Unit
AGY - NOMS Agency
Post Type
Permanent
Civil Service Grade
AO
Number of jobs available
1
Job ID
1352

Descriptions & requirements

Job description

The post is based in the Prison Industries HQ group. The Industries Operations Specialist Admin Team supports the work of all the teams in the group and mainly focuses on order management, data collection and customer service.

Prison Industries is based in Employment, Skills & Education Services Group in the Rehabilitation Directorate Group. The post holder can be based at any site in England and Wales and may work from home in hybrid with office working.

The post holder may be required to travel infrequently to prison service sites nationwide and attend a monthly team meeting.

Experience in the use of SOP for procurement and sound handling of Excel are desirable for this post.

Overview of the job

Responsible for customer service ensuring order and enquiries are handled in a proper and prompt manner. Directing enquiries to the correct member of staff. Responsible for maintaining order processes, updating order records and spreadsheets, chasing production teams when orders appear to be running late and keeping customers fully informed. Updating IT order management systems. Collecting, collating and inputting of specialist management information in relevant spreadsheets and databases.

Reporting to the Specialist Administration Hub Manager, Public Sector Prison Industries.

This post is national.

The role has no Line Management Responsibility. This is a non-operational role.

Summary

  • Provide Customer Services support to PSPI customers.
  • Responsible for the administration of order processing for PSPI sectors including Engineering, Textiles, Printing, Woodwork, Plastics, Land Based Activities and Waste Management.
  • Manage the maintenance of the IT systems ensuring they provide an accurate picture of each order’s progress.
  • Using the ProAct warehouse computer system participate in the transaction of orders and participating in the stock replenishment process.
  • Manage the product and component price lists ensuring all IT systems are current and up to date.
  • Provide specialist support to sector leads and customers on SOP processes including invoice management. You may be required to act as a GPC cardholder.
  • Monitor and maintain the functional mailboxes as required.
  • Maintain the visits log for PSPI establishment visits and producing the monthly report.

 Responsibilities, Activities and Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

Customer Support

Responsible for the Engineering, Printing, Textiles, Woodwork, Plastics, Land Based Activities and Waste Management industries ensuring that:

• The customer is provided with an appropriate response, if unable to provide an immediate response then a follow up call or e mail is provided within 2 working days.

• The Customer Feedback procedure is used to ensure that responses are received within 10 working days.

• All e-mails are answered or referred within 2 working days.

• Functional mailbox procedure is followed allowing its efficient management.

 • Provide specialist support to customers for SOP processes including invoicing and returns.

Order Processing

Manage the processing of customer orders for Engineering, Textiles, Plastics and Woodwork products ensuring that:

• Monitor the functional mailbox and orders coming in through e-procurement platforms, ensuring these are acted upon within one working day.

• Manufacturing orders are raised and passed to nominated establishment within 5 working days of receiving the customer order.

• Ensure all orders transacted via SOP or GPC are correctly recorded on the appropriate spreadsheets and all policies and procedures linked to expenses and finance are adhered to.

Database Management

Manage the maintenance of the IT systems ensuring they provide an accurate picture of each order’s progress. This includes ensuring that:

• The correct prices are entered onto the system when the order is placed.

 • Information relating to planned shipment date provided by manufacturing establishments is entered onto the system.

• Information from the Pro-Act hard charging reports is used to update date to customer field.

• Once an order has been notified as delivered the order is closed on the database.

• Collate monthly claims forms and maintaining the claims spreadsheet.

• Produce monthly reports for orders that are overdue, and once these orders have been notified as delivered, the order is then closed on the database.

Stock Replenishment

Participate in the stock replenishment process including:

• Using the ProAct warehouse computer system to participate in the liaison with NDC Branston ensuring prompt transaction of stock into and out of stores based on orders or instructions received from our partners.

• As instructed generate the necessary iProcurement requisitions for authorisation allowing the replenishment of stock.

Management Information

The job holder will be required to assist in collecting, collating and inputting specialist management information in relevant spreadsheets and databases.

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.

A sift based on the lead behaviour, working together, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.

If you require further information about this role, please contact Sarah Playford, via Email: Sarah.playford@justice.gov.uk or Tel: 07593101398.

Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ’s 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 full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS’ Flexible Working policy.

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.

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

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.

For more information on applying for a role as a candidate with a disability or long-term condition, please see our Disability Confident Scheme Frequently Asked Questions webpage.

Diversity & Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.

Contact Information
If you require any assistance please call 0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com. Please quote the job reference 1352

Application form stage assessments

Behaviours
A sift based on the lead behaviour, Working Together, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.
Behaviours Application Form Question Word Limit
250
Changing and Improving
Delivering at Pace
Managing a Quality Service
Working Together

Interview stage assessments

Behaviours
Changing and Improving
Delivering at Pace
Managing a Quality Service
Working Together
Strengths
Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here.
Use of Artificial Intelligence (Al)
You must ensure that any evidence submitted as part of your application, including your CV, statement of suitability and behaviour examples, are truthful and factually accurate. Please note that plagiarism can include presenting the ideas and experiences of others, or generated by artificial intelligence, as your own.