Job Description (JD)
Band 3
Group Profile - Business Administrator(BA)
Job Description - BA: Employment
Document Ref.
OR JES 3004 JD B3 : BA : Employment v2.0
Document Type
Management
Version
2.0
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-3004-JD-B3 : BA : Employment v2.0
Job Description
Job Title
BA : Employment
Group Profile
Business Administrator
Organisation
Delivery
Level
Band
3
Overview of the
This is an administrative job in an establishment.
job
Summary
The job holder will provide administrative support for the
pathways and assist in reducing reoffending by prisoners
through the provision of opportunities from reception to release.
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
• Help prepare prisoners to take up Release on Temporary
Licence work placements and prison leavers take up
employment on release. This will include through delivering
the Prisoner Banking Programme and ID programme; and
supporting colleagues to match job vacancies with potential
candidates. Duties will involve:
o Assessing the need of prisoners who require ID and/or a
basic bank account and keeping records as per approved
templates.
o Supporting prisoners with applications via the Prisoner
Banking Programme and ID programme. This includes
following the relevant procedures, managing enquiries,
and acting as the Single Point of Contact for applicants
and programme partners.
o Using approved templates to maintain financial records as
necessary, collect relevant management information and
report on these as required.
o Supporting Prison Employment Leads in their capacity to
identify and match candidates to job opportunities.
• Undertake a share of the transactional activity associated with
the Activity Hub. This includes processing most or all of the
following categories of paperwork and inputting data ready for
checking and onward transmission by the Hub Manager:
o Pathways
o Student applications
o Resettlement pathway contracts
o Procurement of Goods for unit
o Regime Monitoring
o Activity Board
o Management Information Systems
o Industries/Manufacturing
OR-JES-3004-JD-B3 : BA : Employment v2.0
o Education Provision
o Activity/Labour Allocation
o Library activities
o Prisoner Pay
o
• Promote the work of the Unit and provide opportunities for
prisoners by helping to arrange and contributing towards:
o Job club
o Exit interviews
o Housing Clinics
o Induction Assessments
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.
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
OR-JES-3004-JD-B3 : BA : Employment v2.0
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
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
OR-JES-3004-JD-B3 : BA : Employment v2.0
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-3004-JD-B3 : BA : Employment v2.0