Role Profile

Job Description (JD)
Band 4
Group Profile - Business Administrator Specialist
(BAS)
Job Description - BAS: New Colleagues Mentor

Document Ref.
OR JES 3016 JD B4 : BAS : New Colleagues Mentor
v2.0
Document Type
Management
Version
2.0
Classification
Official
Date of Issue
9th November 2022
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence

OR JES 3016 JD B4 : BAS : New Colleagues Mentor v2.0

Job Description
Job Title
BAS : New Colleagues Mentor
Group Profile
Business Administrator Specialist
Organisation
Delivery 3-4
Level

Band
4

Overview of the
The priority for the New Colleagues Mentor (NCM) role will be to
job
support new colleagues, particularly prison officers, who join
their prison.

They will make sure new staff have the uniform and equipment
needed before they start and be a point of contact, advice,
information, and moral support. They will arrange and facilitate
the first two weeks’ induction of prison officers and support them
once they have completed NOA foundation training.

The job holder is responsible for building relationships with new
staff based on trust and honesty. Meeting regularly with new staff
to offer feedback and allow opportunities for open discussion and
problem solving. Acting as a mentor to the new staff from pre-
employment procedures and throughout their first 12 months in
post, and as an expert on-boarding and outreach resource for
the Governor.

This is a non-operational job with no line management
responsibilities and is rotational.
Summary
The key objective of the role of New Colleagues Mentor is to
ensure that new recruits have a supportive and smooth
onboarding experience into their new working environment,
providing ongoing guidance and support.  As an effective Mentor
you will offer the possibility to commence the process of culture
change within the prison, instilling positivity and resilience in new
recruits.

The NCM post holder will develop and oversee a prison-wide
buddying scheme, focused particularly on new prison officers.
Mentoring/coaching skills are highly desirable and successful
candidates can be offered the opportunity as part of their
personal development to study for formal qualifications.

The job holder will provide support and advice to new staff in
their first year within a challenging environment ensuring high
standards of professionalism, decency, safety and security.

A key measurement for success in the role will be a noticeable
uplift in new staff retention.

The job holder will be required to be part of the outreach
programme within the local area and promote their
establishment.
OR JES 3016 JD B4 : BAS : New Colleagues Mentor v2.0

Responsibilities,
The job holder will be required to carry out the following
Activities and
responsibilities, activities and duties:
Duties
  •  Act as a mentor to the new staff from pre-employment
procedures and throughout their first 12 months in post, and
as an expert on-boarding and outreach resource for the
Governor.
•  To maintain contact with the individual as a point of contact
and information and helping them to prepare for their new
role responding to queries.
•  Facilitate a local buddy scheme, working with Invision where
required, to ensure all new colleagues have a buddy.
Coordinate the induction and training for new recruits by
liaising with relevant teams ensuring appropriate processes
are in place.  Ensure that induction timetables are set and
met.
•  Agree allocation of local peer mentors including briefings
and any required training and have this duty noted on their
appraisal by their Manager.
•  Ensure arrangements are made to meet and welcome new
colleagues on their first day and after early residential
foundation training.
•  Meet regularly with new staff to offer feedback and allow
opportunities for open discussion and problem solving.
Building relationships with new staff.
•  Arrange regular new recruit forums to give an opportunity
for discussion, learning and sharing.  Feeding back to
establishments and prison managers with regard to
progression.
•  Support development plans for new entrants, ensuring
development goals are set and achieved.  Encourage and
facilitate self-directed learning in a non-judgemental and
risk-free relationship.
•  Create an open dialogue between Managers and new staff
feeding back on observations for Managers to hold one to
one conversations.
•  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 epaulettes, ID
Cards, setting up of IT. Ensure uniforms for operational staff
have been ordered in time and are in place.
•  Work with colleagues and managers to ensure new
colleagues feel supported and valued by ensuring that
support and signposting protocols are made available as
appropriate.
•  Ensure that the needs of individual staff  are met by
ensuring equality of opportunity and access.
•  Undertake other management/administrative tasks as
required and requested.

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
OR JES 3016 JD B4 : BAS : New Colleagues Mentor v2.0

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
•  Making Effective Decisions
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Ability
•  Mentoring skills are desirable but not essential
•  Strong organisational skills, planning and attention to detail
•  Excellent communication skills
•  Role model with credibility gained from working effectively in
establishments
•  Able user of MS Word and MS Excel
Experience
•  Significant knowledge and experience of working in public
sector prions
•  Information collation and analysis
•  Able to deal effectively and assertively with staff at all levels

Technical

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.
•  All candidates are subject to security and identity checks prior to
taking up post

Hours of Work
Leave Blank
(Unsocial Hours)
Allowances
To be used by the JES Team only

OR JES 3016 JD B4 : BAS : New Colleagues Mentor v2.0

Success Profile

Strengths

It is advised
Behaviours
Ability
Experience
Technical
strengths are
chosen locally,
recommended 4-8.
Changing and Improving

Mentoring skills
Significant knowledge and

are desirable but
experience of working in

not essential
public sector prions

Communicating and

Strong
Information collation and

Influencing
organisational
analysis

skills, planning and
attention to detail

Working Together

Excellent
Able to deal effectively and
communication
assertively with staff at all
skills
levels
Managing a Quality

Role model Prison

Service
Officer with

credibility gained

from working
effectively in
establishments
Making Effective

Able user of MS

decisions
Word and MS
Excel

OR JES 3016 JD B4 : BAS : New Colleagues Mentor v2.0