Job Description (JD)
Band 4
Group Profile - Business Administrator Specialist (BAS)
Job Description - Communications Officer
Document Ref.
OR-JES-2457-JD-B4 : BAS : Communications Officer v3.0
Document Type
Management
Version
3.0
Classification
Official
Date of Issue
01/07/21
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
OR-JES-2457-JD-B4 : BAS : Communications Officer v3.0
Job Description
Job Title
Communications Officer
Group Profile
Business Administrator Specialist
Organisation Level
Delivery
Band
4
Overview of the job
Working within the Business Hub Function, reporting to the Business Hub Manager,
the Communications Officer ensures that all content is published on time and of
good quality. They are responsible for all internal communications and for liaising
with functions to produce innovative communication solutions.
Summary
Activities:
HMPPS Communications provide a cost effective and efficient communications
service that helps achieve the establishment strategic objective of protecting the
public and reducing reoffending specifically by:
• Giving staff the information they need to ensure they complete their roles to a
high standard.
• Helping other stakeholders feel confident in the establishment’s ability to
achieve its objectives and be advocates for the Agency.
• Creating a strong brand.
The post holder is also required to promote HMPPS behaviours e.g. promote
diversity, decency, safety and reducing re-offending agendas.
The Communications Officer will be responsible for creating a cohesive
communications platform including: liaising with Functional Heads and central
teams; keeping up-to-date distribution lists; facilitating consistent messaging across
the establishment; and building our external presence.
The post holder will work within the Business Hub, working with the Head of
Business Assurance and Business Hub Managers. They will also have regular
communication with the Heads of Functions across the establishment.
This is a non-operational job with no line management responsibilities. This role is
rotational.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities and Duties
and duties:
Publishing
• Publisher for intranet and other internal message boards, including in-cell TVs
and internal newsletter publications.
• As part of the Business Hub, responsible for uploading content to the intranet.
• Ensures the quality of links, images and metadata through regular monitoring
and identification of issues and ensuring fixes where appropriate.
• Responsible for ensuring the quality of all content is consistent with online
guidelines.
• Develops working knowledge of all online content management systems used in
HMPPS.
Channel and Content Management
• Responsible for regular collation and distribution of messages from the Senior
OR-JES-2457-JD-B4 : BAS : Communications Officer v3.0
Management Team, working with colleagues within the Business Hub to ensure
that all necessary communications are sent out.
• Working to set templates, supports the Business Hub in delivering a range of
standard newsletters such as NPS and CRC News. This includes writing and
proofing.
Generic Production
• Provides basic design, typesetting and proofing service for the team.
• Supports production of communications products and materials as required.
• Provides assistance in product development on behalf of Functional Heads and
supporting the Business Hub Manager in delivering a high quality service to the
establishment.
• Supports delivery of multimedia projects from concept to final delivery e.g.
community communications and portals, social media etc.
• Supports government and industry good practice online guidelines and ensures
these are adhered to across establishment communications and the wider
organisation.
• Uses systems to evaluate and maximize prison online coverage such as internet
search results and monitoring of external websites e.g. blog-sites, reporting
particular issues as required to the planning, research and evaluation manager.
• Maintains own professional knowledge and keeps abreast of emerging trends.
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
• Making Effective Decisions
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Essential Experience
Technical
Job holders must complete specific training in their administrative specialism once
Requirements
they take up post.
When transferring to a Young Persons establishment the job holder will be required
to successfully undertake an assessment to demonstrate suitability to work with
Young People.
Ability
• Able to deal effectively and assertively with staff at all levels
• Able user of MS Word and MS Excel
• Information collation and analysis
OR-JES-2457-JD-B4 : BAS : Communications Officer v3.0
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 hours per week.
(Unsocial Hours)
Allowances
OR-JES-2457-JD-B4 : BAS : Communications Officer v3.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8
Changing and Improving
Able to deal effectively
Job holders must complete specific
and assertively with staff
training in their administrative
at all levels
specialism once they take up post.
Communicating and Influencing
Able user of MS Word
When transferring to a Young Persons
and MS Excel
establishment the job holder will be
required to successfully undertake an
assessment to demonstrate suitability to
work with Young People.
Working Together
Information collation
and analysis
Managing a Quality Service
Making Effective Decisions
Choose an item.
OR-JES-2457-JD-B4 : BAS : Communications Officer v3.0