Job Description (JD)
Band 3
Group Profile - Business Administrator (BA)
Job Description - BA : Equality
Document Ref.
OR JES 112 JD B3 : BA : Equality v9.0
Document Type
Management
Version
9.0
Classification
Official
Date of Issue
14th November 2022
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
OR-JES-112-JD-B3 : BA: Equality v9.0
Job Description
Job Title
BA : Equality
Group Profile
Business Administrator
Organisation Level Delivery
Band
3
Overview of the
This is an administrative job in an establishment.
job
Summary
The job holder will provide administrative support to the Equality
Advisor, maintaining administration systems effectively and
efficiently 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
• Process, collate and monitor the following:
o Disability Incident Reporting Forms (DIRF) and other
equality related applications and requests.
o Annual equality reports/statistics, impact assessments,
contributing to the monitoring and evaluation of the
Equality Action Plan.
o Outcomes and key findings for the Governor and Equality
Management Team, monitoring the completion of all
investigations within agreed timescales unless otherwise
agreed with the Governor.
o Monthly Systematic Monitoring and Analysis of Race
Equality Template (SMART) data, highlighting issues to
the Equality Management Team.
o Organise and assist in the organisation of equality
promotion events.
• Review and monitor all local Equality policies in line with
national policies.
• Oversee and coordinate work on the establishment’s Equality
Action Plan and work with the establishment’s Equality Action
Team (DEAT) to achieve its objectives.
• Make sure that all matters related to disability are recorded
and arrangements are put in place where required.
• Check documentation on Reception, to ensure all disabled
and elderly prisoners are identified for a meeting to discuss
needs if necessary.
• Administer a system to enable prisoners to declare if they
have any disabilities and require any reasonable
adjustments. Contribute to business cases if special
equipment is required to assist the prisoner.
• Assist in local disability training, promoting staff and
awareness on issues relating to disability.
OR-JES-112-JD-B3 : BA: Equality v9.0
• Be a central source of information on relevant legislation,
instructions, national and local policies and keep fully
informed about current disability topics and learning
disabilities.
• Assist with focus groups for disabled prisoners and make the
necessary arrangements.
• Attend regional meetings to share best practice.
• Carry out diversity related audits and report findings to the
Senior Management Team (SMT).
• Coordinate work on the establishment Equality Action Plan
and gather data to underpin this.
• Coordinate the data collection relating to types and levels of
disability amongst prisoners.
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-112-JD-B3 : BA: Equality v9.0
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Essential
Experience
Technical
Job holders must complete specific training in their specialism
requirements
once they take up post.
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-112-JD-B3 : BA: Equality v9.0