Job Description (JD)
Band 3
Group Profile - Business Administrator
Job Description - BA: New Colleagues Lead
Administrator
Document Ref.
OR JES 3019 JD-B3 : BA : New Colleagues Lead
Administrator v2.0
Document Type
Management
Version
2.0
Classification
Official
Date of Issue
15th November 2022
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
OR-JES-3019-JD-B3 : BA : New Colleagues Lead Administrator v2.0
Job Description
Job Title
BA: New Colleagues Lead Administrator
Group Profile
Business Administrator
Organisation
Delivery 3-4
Level
Band
3
Overview of the
The New Colleagues Lead Administrator will be situated within
job
the People Hub at the establishment. The post holder will
function as an ally to new and pending joiners, in particular
Prison Officers. They will put processes in place to provide
equipment, access to Information Technology and provide
general orientation, as well as providing practical support - like
meeting new staff at the gate. They will also assist with the
facilitation of a buddying scheme via the in-vision system.
The specific duty of the job holder is to provide support for all
new recruits in the establishment.
Summary
The job holder will provide administrative support ensuring that
all new staff are supported through the establishment on-
boarding processes led by the People Hub Manager.
The key objective of the role is to ensure that new recruits have
a supportive and smooth onboard experience into their new
working environment, providing ongoing guidance and support.
A key measurement for success in the role will be a noticeable
uplift in new staff retention, ensuring they feel supported and
valued.
This is a rotational, non-operational role with no line
management responsibilities.
Responsibilities,
The job holder will be required to carry out the following
Activities and
responsibilities, activities and duties:
Duties
• Obtain information about potential new staff following
successful completion of the recruitment process and prior to
employment procedures being completed.
• To maintain contact with the individual as a point of contact
and information and helping them to prepare for their new
role.
• Facilitate a local buddy scheme, working with Invision where
required, to ensure all new colleagues have a buddy.
• Ensure arrangements are made to meet and welcome new
colleagues on their first day and after early residential
foundation training.
• Liaise and work with the People Hub and the Business Hub
to ensure all relevant tasks and actions for new recruits are
processed efficiently and accurately such as ensuring
OR-JES-3019-JD-B3 : BA : New Colleagues Lead Administrator v2.0
uniforms for operational staff have been ordered in time and
are in place. Also, epaulettes, ID Cards, setting up of IT.
• Coordinate the induction and training for new recruits by
liaising with any relevant teams ensuring appropriate
processes are in place such as induction timetables are met
and set.
• Work with new recruits and line mangers regarding
deployment i.e. shift patterns and any pre-booked
commitments/holidays.
• Work with colleagues and managers to ensure new
colleagues feel supported and valued. Co-ordinate any
awareness sessions for area of work for the new colleague.
• Prioritise and distribute communications to new recruits, line
managers, and any other relevant stakeholders.
• Undertake other management/administrative tasks including
organising, producing and maintaining accurate records for
the area of work for the Hub Manager.
• Monitor exit survey data and trends to improve the
performance of the work area, escalating any concerns to the
Hub Manager and senior team (where appropriate).
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.
Behaviours
• Changing and Improving
• Communicating and Influencing
• Working Together
• Managing a Quality Service
• Delivering at Pace
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Ability
Experience
Technical
OR-JES-3019-JD-B3 : BA : New Colleagues Lead Administrator v2.0
Minimum
Please do not alter this box
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 HMPPS consider to be racist.
Hours of Work
37 hour working week.
(Unsocial Hours)
Allowances
OR-JES-3019-JD-B3 : BA : New Colleagues Lead Administrator v2.0
Success Profile
Strengths
It is advised
Behaviours
Ability
Experience
Technical
strengths are
chosen locally,
recommended 4-8
Changing and Improving
Communicating and
Influencing
Working Together
Managing a Quality Service
Delivering at Pace
OR-JES-3019-JD-B3 : BA : New Colleagues Lead Administrator v2.0