3681 - Business Administrator - Dedicated Search Team North
Summary
The job holder will provide administrative support to the Governor of the Dedicated Search Team North and other senior staff, managing their appointments and keeping them informed of day- to-day issues as and when they arise. This is a rotational, non-operational job with no line management responsibilities.Due to the nature of the role, occasional travel may be required.
Responsibilities, Activities and Duties
The job holder will be required to carry out the following responsibilities, activities and duties:
Responds to and/or distributes correspondence relating to the Governor including internal and external documentsCo-ordinate the Governor and Deputy Governor’s diary, including appointments for staff, managers, internal/external stakeholders and members of the public
Receive telephone calls on behalf of the Governor, ensuring any messages and requests for information are actioned
Manage Governor/Deputy Governor’s emails; highlighting priority work to be actioned and responding to general enquiries
Co-ordinates the weekly movements sheet for the Senior Management Team
Maintain a log of all investigations and disciplinary hearings (fast track or full disciplinary), call witnesses and type transcripts of hearings
Transcribe and publish staff information notices and notices to prisoners and Governors / Operational Orders
Book accommodation and travel, as required for Governor, and other senior managers
Send out global emails as and when required to all staff and act as the intranet publisher for the establishment
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 establishmentComplete 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 sharedMaintain 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 the confidence through the medium of English or (where specified in Wales) Welsh.