Job Description (JD)
Band 3
Group Profile - Business Administrator (BA)
Job Description - BA : Safe Decent and Secure
Document Ref.
OR JES 303 JD B3 : BA : Safe Decent and Secure 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-303-JD-B3 : BA : Safe Decent and Secure v7.0
Job Description
Job Title
BA : Safe Decent and Secure
Group Profile
Business Administrator
Organisation
Delivery 3-4
Level
Band
3
Overview of the
This is a an administrative job within an establishment
job
Summary
The job holder will provide administrative support to residential
staff and units maintaining the administration systems within
specified timescales for the establishment.
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
• Update Notice to Prisoners, Staff information Notice and
Governors/Operational Order folders, making sure that a copy
of the most recent documents are displayed on notice boards
and remove when time expired
• Update the Cell Sharing Risk Assessment (CSRA) database
and pass updated risk assessments to the wing manager
• Co-ordinates diaries / meetings for residential units and Head
of Function
• Collate and update Personal Officer List on a weekly basis
• Act as a point of reference for the complaints process, log,
allocate and distribute for responses on a daily basis and send
reminders where necessary, to ensure deadlines are met
• Ensure the Black and Minority Ethnic (BME) figures are
updated and returned to the Equality Team on a weekly basis
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
• 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
OR-JES-303-JD-B3 : BA : Safe Decent and Secure v7.0
• 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
Job holders must complete specific training in their specialism
Experience
once they take up post.
Technical
Requirements
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-303-JD-B3 : BA : Safe Decent and Secure v7.0
Success Profile
Strengths
It is advised
Behaviours
Ability
Experience
Technical
strengths are
chosen locally,
recommended 4-8
Changing and Improving
Job holders must complete
specific training in their
specialism once they take
up post.
Communicating and
Influencing
Working Together
Managing a Quality Service
Delivering at Pace
OR-JES-303-JD-B3 : BA : Safe Decent and Secure v7.0