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Job Description (JD)
Band 3
Group Profile - Business Administrator(BA)
Job Description - BA: Security Intelligence
Collator
Document Ref.
OR JES 141 JD B3 : BA : Security Intelligence Collator
v8.0
Document Type
Management
Version
8.0
Classification
Official
Date of Issue
16 April 2025
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
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OR JES 141 JD B3 : BA : Security Intelligence Collator v8.0
OFFICIAL
Job Description
Job Title
BA : Security Intelligence Collator
Group Profile
Business Administrator
Organisation
Delivery
Level
Band
3
Overview of the
This is an administrative job in an establishment.
job
All staff have a responsibility to safeguard and promote the
welfare of children. The post holder must undertake the
appropriate level of training and is responsible for ensuring that
they understand and work within the safeguarding policies of the
organisation.
Summary
The job holder will provide administrative support to the Security
and Intelligence Department maintaining 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
• Collate, process and allocate intelligence- associated
documentation including Security Information Report (SIRs)
for investigation
• Sending mobile phones, SIM cards and hardware discs (along
with related documentation) to National Dogs Tactical Support
Group (NDTSG), logging the information extracted
beforehand
• Assist the Intelligence Analyst by extracting and matching
Security files with SIRs
• Carry out back-ups for the Security Intelligence System,
download data for the SIRs register to the National Intelligence
Unit and perform data back-ups for the National Prisoner
Information Number (PIN) Phone System
• Collate and distribute monthly targets for searching and
mandatory drug tests to all residential units
• Undertake Violent Sex Offender Register (VISOR)
administration
• Co-ordinate translation of security related communications
• Process on-line address searches, national police checks,
data access requests and direct surveillance applications
• Complete proforma to inform prisoner of withheld
correspondence
• Authorise visitor entry to the establishment and inform the gate
staff in liaison with relevant line manager
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OR JES 141 JD B3 : BA : Security Intelligence Collator v8.0
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• Submit requisitions for stores as necessary for the security
area and staff
• Complete escort paperwork, including route forms, Prisoner
Escort Records (PERs) and escape packs regarding security
issues for court attendance
• Acts as the vetting contact point, meeting people to check
identification and verify identity documents (provided as
originals), liaising with Shared Service Centre to apply for
security clearance
• Undertake Mandatory Drug Testing administration
• Log key register/key tallies/car park passes/car registrations
• Log security files (in and out) and assess risk content
• Log all security - related information including development
nominals, stoppages of contact, Incident Reporting System
(IRS) Input
• Disseminate reports to relevant stakeholders
• Monitor all mail, on both ad-hoc and intelligence- led basis
• Monitor and log issue of identification (ID) cards, including lost
ID cards
• Monitor and log security clearance for prisoners working in
workshops
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
• 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.
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OR JES 141 JD B3 : BA : Security Intelligence Collator v8.0
OFFICIAL
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
NB: The below are for guidance only. 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
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.
Hours of Work
37 hour working week.
(Unsocial Hours)
Allowances
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OR JES 141 JD B3 : BA : Security Intelligence Collator v8.0