HQ Job Description (JD)
Band 4
Directorate: Public Sector Prisons
Job Description: Office Co-ordinator
Document Ref.
HQ-JES-1269 Office Co-ordinator v2.0
Document Type
Management
Version
2.0
Classification
Official
Date of Issue
12 December 2019
Status
Baselined
Produced by
Head of Group
Authorised by
Reward Team
JD Evidence
HQ-JES-1269 Office Co-ordinator v2.0
Job Description
Job Title
Office Co-ordinator
Directorate
Public Sector Prisons
Band
4
Overview of the job
This is an administrative role in a Regional Office.
Summary
The job holder reports directly to the Operations Manager. The role is to oversee
the running of the Deputy Director of Custody (DDC) Office, ensuring the efficient
management of workflow and resources. The post holder will be active in managing
casework and correspondence, undertaking project work and preparing information
for bilats.
The job holder will be based in a Regional Office with no line management
responsibilities.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities and Duties
and duties:
? Monitor establishment stability and risks, reporting any issues to Operations
Manager and DDC.
? Assist with the development of the strategy/business plan for Region.
? Undertake ad-hoc projects on behalf of DDC.
? Manage the administrative processes in the DDC Office.
? Ensure office is adequately resourced to deliver the work.
? Oversee, co-ordinate and prioritise the workflow for office team.
? Monitor progress of activities in office.
? Collate and prepare DDC bi-lats and summarise information for DDC, ensuring
any subsequent actions are carried out.
? Ensure all information and correspondence is handled and stored appropriately.
? Monitor team expenditure.
? Filter and assess correspondence sent to DDC. Draft replies to DDC’s
correspondence. Intercept prisoner complaints sent to DDC under confidential
access. Draft suitable responses, escalating to Governor/DDC as appropriate.
? Manage all casework on behalf of the DDC in liaison with the Assurance Advisor
and Operations Manager including PPO reports, IMB reports, HMIP, Quarterly
High Risk Recommendations. Collate, draft and process responses as
appropriate and escalate to DDC when necessary.
? Collate information from a range of sources and review prior to distribution,
producing basic or detailed reports as required.
? Ensure team are provided with all information required to perform their duties.
? Manage and update relevant databases, ensuring integrity of data.
? Act as point of contact for team HR related matters.
? Manage office facilities.
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.
HQ-JES-1269 Office Co-ordinator v2.0
Behaviours
? Changing and Improving
? Making Effective Decisions
? Managing a Quality Service
? Working Together
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Experience
? Desirable - Experience in setting up and using tools to track progress of work.
? Desirable - Understanding of Knowledge Management.
? Desirable - Direct experience of portfolio or programme or project
management in a relevant environment.
Technical
? Advanced skills in MS-Office applications, especially Word and Excel.
Requirements
Ability
? Extremely well-organised.
? Good communication and stakeholder engagement skills.
Minimum 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
Leave Blank
(Unsocial Hours)
Allowances
To be used by the JES Team only
HQ-JES-1269 Office Co-ordinator v2.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8
Changing and Improving
Extremely well-
Desirable - Experience in setting up
Advanced skills in MS-Office
organised.
and using tools to track progress of
applications, especially Word and Excel.
work.
Making Effective Decisions
Good communication
Desirable - Understanding of
and stakeholder
Knowledge Management.
engagement skills.
Managing a Quality Service
Desirable - Direct experience of
portfolio or programme or project
management in a relevant
environment.
Working Together
HQ-JES-1269 Office Co-ordinator v2.0