Job Description (JD)
Band 3
Group Profile - Business Administrator (BA)
Job Description - BA : Programmes
Document Ref.
OR JES 133 JD B3 : BA : Programmes v7.0
Document Type
Management
Version
7.0
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 133 JD-B3 : BA : Programmes v7.0
Job Description
Job Title
BA : Programmes
Group Profile
Business Administrator
Organisation
Delivery
Level
Band
3
Overview of the
This is an administrative job in an establishment.
job
Summary
The job holder will provide administrative support with specific
administrative duties as associated with the delivery of
Programmes.
This is a rotational, non-operational job with no line management
responsibilities.
Responsibilities,
The job holder will be required to carry out the following
Activities and
responsibilities, activities and duties:
Duties
• Process programme referrals for individuals and checking they
meet the criteria for suitability obtaining information from
relevant databases. Liaise with relevant bodies informing of
outcomes & progress chasing as required.
• Maintain prisoner folders for all programmes ensuring they are
up to date and compliant with audit requirements.
• Collate a list of up to date personal officers and offender
supervisors and notify them all of participants in specific
programme.
• Co-ordinate the department’s diary, reviewing and rearranging
dates and appointments for course facilitators.
• Arrange group member information and offer letters inviting
Probation and family members to review hearing and send
details to security where appropriate. Liaise with security to
confirm all security clearance has been approved.
• Inform the Offender Management team of course refusals/non
selection so that they can update individual sentence plans
and relevant reports.
• Maintain unit information database and assist in analysis to
produce reports.
• Develop and maintain video monitoring system and edit videos
on IT programme and store securely.
• Organise case reviews for relevant programmes and take
minutes at relevant Case Reviews and any other meetings as
required.
• Draft monthly and annual clinical report, monitor treatment,
maintain database and backup copies.
• Collate regime monitoring figures from various sources into
spreadsheets on a weekly basis to provide relevant
management information.
Undertake other administrative tasks including:
OR JES 133 JD-B3 : BA : Programmes v7.0
• Organise, produce and maintain accurate records for area of
work.
• Act as contact point for all communications to the team.
Prioritise and distribute communications to the appropriate
person or relevant department in establishment.
• Complete monitoring returns for area of work.
• Input requisitions on to the finance database and process
requisitions for defined area of work.
• Co-ordinate any awareness sessions for area of work.
• Prepare paperwork for checking by manager, conducting
initial checks as required.
• Correspond with relevant stakeholders and agencies 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 and producing reports as required.
• Collate information relating to relevant Service Delivery
Indicators. (SDIs)
• Act as secretary to meetings as required including
organising agenda, taking and distributing minutes and
action points.
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.
Essential
Experience
Technical
• Job holders must complete specific training in their specialism
Requirements
once they take up post.
OR JES 133 JD-B3 : BA : Programmes v7.0
Ability
Minimum
• All candidates are subject to security and identity checks prior to
Eligibility
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 133 JD-B3 : BA : Programmes v7.0