Ministry of Justice

Overview of the job

This is an administrative managerial job within an establishment

Summary

The job holder will be responsible for managing the administrative processes within the Business Hub, assisting the management of business processes ensuring data integrity, adhering to financial principles, policy and procedures. They will provide accurate and reliable business management information to support performance measures within the establishment.

Responsibilities, Activities and Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

• Manage the transactional activity associated with the Safer Custody Hub and the team within this area. This includes ensuring the following paperwork is complete, checked and ready for onward transmission where applicable:

• Ensure that the Assessment, Care in Custody & Teamwork (ACCT) and violence reduction processes within the establishment are updated and maintained

• Ensure ACCT reviews are completed and produce key stakeholders of current trends in self-harm and violent incidents

• Monitor, prepare and publish information about prisoners currently subject to ACCT observations and violence reduction incidents to relevant colleagues and managers

• Develop and manage establishment processes to follow up on information provided by Incident Reports (IRs), UK Borders paperwork and anti-bullying paperwork

• Ensure prisoner files for Safer Custody are maintained

• Ensure that the recording and reporting of all incidents of self-harm / threats of self-harm and any acts of violence, informing relevant stakeholders

• Ensure that the reporting of serious incidents of violence, self-harm and suicide attempts to Duty Governor on day of incident

• Act as the nominated point of contact for Deaths in Custody (DIC); manage contingencies, representation at Coroners Court

• Ensure accurate statistical information is prepared to inform local and regional meetings and communicated effectively to all stake holders

• Ensure actions arising from Standard Audit, Her Majesty Inspectorate of Prisons (HMIP) Action Plans, Managing Quality of Prison Life (MQPL) surveys including Local Self-Audit Action Plans and Resettlement strategies are delivered

• Investigate and manage prisoners complaints within the group where requires

• Provide management and direction to safer custody team through briefings, building informal and formal relationships and effective communication

• To undertake promotional and support opportunities as a Safer Custody Champion

• Undertake other administrative management tasks including:

• Assist the Head of Function in developing and delivering Safer Custody

• Contribute toward the development of local policy, procedures and practice and ensure consistency of application

• Promote Prison Service policy in all activities and behaviours by promoting diversity, decency, safety and reducing re-offending agendas

• Manage devolved budget in accordance with the financial procedures outlined in the budget delegation

• Attend relevant boards/meetings, as directed by line manager

• Manage the achievement of Service Delivery Indicators (SDIs) and standards within the work area, verifying and signing off documentation as appropriate

• Attend relevant unit meetings as and when required to provide feedback on good practice examples, to promote awareness for better and more efficient ways of working

• Analyse and act on data collected by the Hub and produce any relevant reports to show findings

• Ensure that data entered into local and national systems is accurate and in accordance with agreed timescales

• Monitor performance of the Hub

• Draft all external and internal communications on behalf of the Hub

• Provide Head of Function with management information relating to the relevant area

• Be responsible for the management of all staff within their area. This includes staff performance, development and annual appraisal through to sickness absence management

• Undertake all duties around Managing Challenging Behaviour

• Act as first point of contact for relevant external stakeholders

• Act as requisitioner or approver dependant on local policy

• Manage a safe working environment for staff, prisoners and visitors. Ensure Health and Safety legislation is followed ensuring Safe Systems of Work (SSOW) and risk assessments are completed in a timely manner and any faults reported promptly

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

Behaviours

• Changing and Improving

• Communicating and Influencing

• Working Together

• Managing a Quality Service

• Making Effective Decisions

• Leadership

Essential Experience

Able user of MS Word and MS Excel

Information collation and analysis

Technical Requirements

Internal applicants

Newly promoted staff to the following Band 5 first line manager roles (Hub Managers, Custodial Managers and Facilities & Services Managers) in Establishments are required to complete a qualification as part of their work objectives where these training packages are available

Staff that have mapped or re‐graded to Band 5 who have previously worked at an equivalent level will not be required to undertake the qualification.

External applicants

All external staff joining as a Band 5 Hub Manager or Facilities and Services Manager in an Establishment are required to complete the qualification where available.