Job Description (JD)
Band 2
Group Profile - Support Services Administration (SSA)
Job Description - SSA: Business Hub
Document Ref.
OR-JES-281-JD-B2 : SSA : Business Hub v7.0
Document Type
Management
Version
7.0
Classification
Official
Date of Issue
22 April 2020
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
OR-JES-281-JD-B2 : SSA : Business Hub v7.0
Job Description
Job Title
SSA : Business Hub
Group Profile
Support Services Administration
Organisation Level
Support
Band
2
Overview of the job
This is an administrative job in an establishment.
Summary
The job holder will provide administrative support within the Business Hub including
switchboard duties, post distribution, filing, photocopying and typing (if qualified
typist).
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:
• Operate the switchboard appropriately by identifying the caller’s needs ensuring
all messages are communicated to the appropriate parties.
• Receive, open, distribute and monitor all prisoner mail on a daily basis in line with
local and national policies and make sure it is kept securely at all times.
• Receive/distribute all incoming staff mail in a timely manner and coordinate the
sending out of prisoner and staff mail.
• Send, collect and distribute faxes to appropriate staff.
• Forward any mail on to establishments for prisoners who have transferred.
• Make sure investigation and hearing tapes are transcribed in an efficient and
accurate manner (if qualified typist).
• Provide copy typing provision when required (if qualified typist).
• Keep securely copies of all documentation, either in hard copy or electronic form.
• Process Chaplaincy paperwork including prisoner applications and arranging
visits.
• Act as contact point for communications, prioritise and distribute to the
appropriate person or relevant department in establishment.
Undertake administrative tasks including:
• Provide administrational assistance in area of work.
• Maintain accurate filing system for area of work.
• Respond to queries relating to area of work, redirecting where required.
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.
OR-JES-281-JD-B2 : SSA : Business Hub v7.0
Behaviours
? Developing Self and Others
? Communicating and Influencing
? Working Together
? Managing a Quality Service
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-281-JD-B2 : SSA : Business Hub v7.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8
Developing Self and Others
Communicating and Influencing
Working Together
Managing a Quality Service
OR-JES-281-JD-B2 : SSA : Business Hub v7.0