Are you OK with cookies?

We use small files called ‘cookies’ on on Some are essential to make the site work, some help us to understand how we can improve your experience, and some are set by third parties. You can choose to turn off the non-essential cookies. Which cookies are you happy for us to use?

Administration / Corporate Support

Business Administrator: Security Intelligence Collator – 43320
£19,531 - £21,713


We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. To find out more about how we champion diversity and inclusion in the workplace, visit:

Overview of the job

This is an administrative job in an establishment.



This is a non-operational job with no line management responsibilities.

Responsibilities, Activities and 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
  • 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 


  • 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 {SDI’s)
  • Act as secretary to meetings as required including organising agenda, taking and, distributing minutes and action points 




  • Changing and Improving
  • Communicating and Influencing
  • Working Together
  • Managing a Quality Service
  • Delivering at Pace

Essential Experience

  • Job holders must complete specific training in their specialism once they take up post.

Hours of Work (Unsocial Hours) Allowances

37 hour working week

Additional Information

Working Arrangements & Further Information

Some of MoJ’s, including HMPPS, terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on ‘modernised’ terms in their current post or onto ‘unmodernised’ MoJ terms if they are on ‘unmodernised’ terms at their current post. Details will be available if an offer is made.

Standard working hours for this post are 37 hours per week excluding breaks which are unpaid.

If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.

The Loan/Secondment is subject to the approval of the selected candidate’s Business Unit, which should be obtained before confirmation of appointment.


Annual Leave

-The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.

Bank, Public and Privilege Holidays

-You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment


-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.

Work Life Balance

HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ

Season Ticket Advance

-After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work

Childcare Vouchers

For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers


HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes

-There are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts

-All staff receive security and diversity training and an individual induction programme into their new roles


-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 the HMPPS considers to be racist

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission’s recruitment principles.

The Civil Service embraces diversity and promotes equality of opportunity.

There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.

See HMPPS competency framework to learn more about the competencies we are looking for.

And you can download positive Competency writing samples for Band 2 and Band 3 applications.