Job Description (JD)
Band 3
Group Profile - Business Administrator (BA)
Job Description - BA: Business Hub
Document Ref.
OR-JES-227-JD-B3 : BA : Business Hub v6.0
Document Type
Management
Version
6.0
Classification
Official
Date of Issue
16/01/20
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
OR-JES-227-JD-B3 : BA : Business Hub v6.0
Job Description
Job Title
BA : Business Hub
Group Profile
Business Administrator
Organisation Level
Delivery
Band
3
Overview of the job
This is an administrative job in an establishment.
Summary
The job holder will provide administrative support to the Business Hub maintaining
finance, performance and administrative systems within specified timescales for the
establishment.
This is a non-operational job with no line management responsibilities.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities and Duties
and duties:
? Undertake a share of the transactional activity associated with the Business Hub.
This will include processing most or all of the following categories of paperwork
and inputting data ready for checking and onward transmission by the Hub
Manager:
o Performance
o Audit and Compliance
o Finance (Stock taking/Prisoner monies, valuables/Receivables/Reconciling
expenditure/Accruals/Outgoing pay/Inter-unit charges/Cashier)
o Information Assurance
o Measuring the Quality of Prison Life (MQPL)
o Her Majesty’s Inspectorate of Prisons (HMIP) visits
o Subject access requests
o Official Correspondence
o Complaints
o Risk Register
o Independent Monitoring Board (IMB)
o Action Plans
o Self-audit programme
o Procuring goods
o Vehicle maintenance
o Personal Identity Number (PIN) Phone system
o Ordering of staff uniform
o Bank signatory
o Fixed and local assets
o Accounts Receivable
o Inventory
o Women Royal Voluntary Services
o Canteen administration including Quarterly Review
o IT administration
Undertake other administrative tasks including:
? 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
OR-JES-227-JD-B3 : BA : Business Hub v6.0
? 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 (SDI’s)
? 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
Requirements
Ability
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
37 hour working week.
(Unsocial Hours)
Allowances
OR-JES-227-JD-B3 : BA : Business Hub v6.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8
Changing and Improving
Communicating and Influencing
Working Together
Managing a Quality Service
Delivering at Pace
OR-JES-227-JD-B3 : BA : Business Hub v6.0