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Administration / Corporate Support

Training and Member Support coordinator, Independent Monitoring Boards & Lay Observer Secretariat – 64713
£29,664 – £31,200
London

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We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

This vacancy is for a Band D role within the Independent Monitoring Board and Lay Observer Secretariat, a MoJ ALB, providing support to IMB members and Lay Observers, who are independent, publicly appointed, unpaid volunteers based in Prisons, Immigration Removal Centres, Short Term Holding Facilities and court settings in the UK.

Based: 10 South Colonnade, Canary Wharf (current work pattern – 2 days in the office and remote working but subject to change).

About Independent Monitoring Boards and Lay Observers 

The Independent Monitoring Boards (IMBs) and Lay Observers (LOs) monitor places of detention – prisons, court custody suites, prisoner transport, immigration removal centres, short term immigration facilities at ports and airports, As independent scrutiny bodies, the IMBs and LOs have a growing public profile and play an increasingly crucial role in providing assurance to Ministers and the public on the conditions and treatment of those held in detention.

They are members of the UK’s National Preventive Mechanism, under the UK’s international human rights obligations to prevent torture and other ill-treatment of people in detention. They work closely with Her Majesty’s Inspectorate of Prisons and the Prisons and Probation Ombudsman, who also  play a key part in the oversight and assurance of places of detention. The findings of IMBs and LOs are fed into the performance and scrutiny information used by government to contribute to prisons and immigration detention policy and process changes, in line with the Government’s commitment to ensuring safe, humane and effective effectiveness  places of detention. 

The Secretarait to the IMBs and LOs spans two government departments – the Ministry of Justice and the Home Office, providing support services to 128 statutory IMB Boards made up of 1200 statutory, unpaid public appointees spread across England, Wales and (for immigration detention, the rest of the UK), and 60  Lay Observers. It provides support to two National Chairs, two Governance structures and all the public appointees. 

The role provides an excellent opportunity to get involved in the work of the IMB at multiple levels and to work with a wide range of paid and voluntary staff including senior stakeholders.   

The postholder will be a highly organised individual able to support multiple workstreams and prioritise effectively. This would include: 

  • Supporting the administration of the planning, delivery and wrap-up of core training modules to members
  • Dealing with enquiries from members including general enquiries, training enquiries and mediation & support enquiries
  • Supporting key member support processes especially the complaints process, the mediation & support process, the rollout of workflow application Kahootz to members, ‘email a prisoner’ registrations and the 0800 prisoner applications line
  • Providing support to the National Chair and to the IMB governance structures
  • Providing support to the Secretariat CEO when required 

The role will sit in the Member Engagement and Training team, providing support to the team’s key functions of member training, member support and IMB governance. 

The postholder will be able to demonstrate experience of working with multiple stakeholders at different levels and of effective working relationships, in particular, demonstrating their experiences working with volunteers and catering to their unique requirements. 

The role will include engagement with the Secretariat CEO, IMB National Chair, Management Board members, Regional Representatives, National Trainers, Chairs and members. The post holder will be key to providing support to deliver the objectives of the Member Engagement and Training team. 

We are looking for an individual who: 

  • Takes pride in achieving accuracy and detail, and constantly seeks to learn, develop and improve 
  • Enjoys working with a wide variety of people at multiple levels of seniority 
  • Is confident and proactive with an excellent understanding of process and record keeping 
  • Can and build positive working relationships with colleagues and voluntary public appointees. 
  • Can help to identify and flag problems before they arise and has the confidence to alert managers 
  • Has excellent organisational skills, strong eye for detail, can prioritise effectively, and meet deadlines. 

Job description

The postholder will build positive relationships with colleagues across the Secretariat and the IMB public appointees.

In addition to regular duties they may be commissioned to contribute to additional projects as part of the wider IMB and LO transformation strategy.

They will support the Training Delivery Lead to deliver member training including venue booking, attendee management, travel booking, materials management, attendance at some face to face training courses where required and processing of feedback materials

They will support the wider team in monitoring a number of inboxes and respond to queries around training and support.   They will also be responsible for providing support to members on access to a number of systems including My Learning, the IMB website and Kahootz.

The postholder will support the wider team by becoming an effective lead on the administration on staff recruitment.

They will support the IMB Business Manager to support the IMB Complaints and Disciplinary process by dealing with correspondence from prisoners and detainees, communicating with members, maintaining the Complaints log and reporting delivery against targets.    They will also support a planned process review later in the year.

The postholder will also support the newly launched Mediators & Supporters process ensuring incoming requests are handled efficiently and liaising with volunteer mediators and supports to achieve timely outcomes.

 They will support the IMB Business Manager in the day to day administration of the 0800 prisoner applications line

The postholder will work closely with the IMB Business Manager and others in the Secretariat to assist in the delivery of annual face to face member events including venue booking, travel booking, attendee management, query management and feedback management.

The postholder will work closely with the IMB Business Manager to develop a good understanding of IMB governance process and support the preparation and distribution of papers, venue bookings and minute taking for quarterly meetings.

They will provide administrative support to the Secretariat CEO when required and support the IMB Business Manager with the significant recruitment drive currently underway.

Essential experience:

Candidates will need to provide evidence of the following essential criteria throughout the selection process:

  • Experience of working in an administrative role with a wide range of staff across multiple disciplines
  • Experience of dealing with senior stakeholders
  • Experience of dealing with multiple workstreams
  • Excellent written and verbal communication skills
  • Excellent collaboration skills with the ability to work well with a wide and varied team

 Desirable experience:

  • Experience of venue booking, travel booking and events management
  • Previous experience working with volunteers
  • Previous experience in a training environment
  • Experience with the Oleeo recruitment system
  • IT experience including MS Access, WordPress and Kahootz

Working Arrangements:

At present, we are operating a hybrid approach combining the opportunity to work remotely with the current requirement to attend our offices twice weekly. Details of this will be discussed further and confirmed with the successful candidate on appointment.

Travel Requirements:

You would be based at the Ministry of Justice Canary Wharf location. 

Core behaviours 

  • Delivering at Pace
  • Changing and Improving
  • Managing a Quality Service

Salary

£29,664 - £31,200

Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ’s 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.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.

There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension

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

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.

Support

  • A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
  • Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
  • For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

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. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.