Job Description (JD)
Band 3
Group Profile - Business Administrator
Job Description - BA: New Colleagues Lead Administrator
Document Ref.
OR-JES-3019-JD-B3 : BA : New Colleagues Lead Administrator v1.0
Document Type
Management
Version
1.0
Classification
Official
Date of Issue
6 April 2022
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
OR-JES-3019-JD-B3 : BA : New Colleagues Lead Administrator v1.0
Job Description
Job Title
BA: New Colleagues Lead Administrator
Group Profile
Business Administrator
Organisation Level
Delivery 3-4
Band
3
Overview of the job
The New Colleagues Lead Administrator will be situated within the People Hub at
the establishment. The post holder will function as an ally to new and pending
joiners, in particular Prison Officers. They will put processes in place to provide
equipment, access to Information Technology and provide general orientation, as
well as providing practical support - like meeting new staff at the gate. They will also
assist with the facilitation of a buddying scheme via the in-vision system.
The specific duty of the job holder is to provide support for all new recruits in the
establishment.
Summary
The job holder will provide administrative support ensuring that all new staff are
supported through the establishment on-boarding processes led by the People Hub
Manager.
The key objective of the role is to ensure that new recruits have a supportive and
smooth onboard experience into their new working environment, providing ongoing
guidance and support.
A key measurement for success in the role will be a noticeable uplift in new staff
retention, ensuring they feel supported and valued.
This is a non-operational role with no line management responsibilities.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities and Duties
and duties:
• Obtain information about potential new staff following successful
completion of the recruitment process and prior to employment
procedures being completed.
• To maintain contact with the individual as a point of contact and
information and helping them to prepare for their new role.
• Facilitate a local buddy scheme, working with Invision where required, to
ensure all new colleagues have a buddy.
• Ensure arrangements are made to meet and welcome new colleagues on
their first day and after early residential foundation training.
• Liaise and work with the People Hub and the Business Hub to ensure all
relevant tasks and actions for new recruits are processed efficiently and
accurately such as ensuring uniforms for operational staff have been
ordered in time and are in place. Also, epaulettes, ID Cards, setting up of IT.
• Coordinate the induction and training for new recruits by liaising with any
relevant teams ensuring appropriate processes are in place such as
induction timetables are met and set.
• Work with new recruits and line mangers regarding deployment i.e. shift
patterns and any pre-booked commitments/holidays.
• Work with colleagues and managers to ensure new colleagues feel
supported and valued. Co-ordinate any awareness sessions for area of work
for the new colleague.
• Prioritise and distribute communications to new recruits, line managers,
and any other relevant stakeholders.
OR-JES-3019-JD-B3 : BA : New Colleagues Lead Administrator v1.0
• Undertake other management/administrative tasks including organising,
producing and maintaining accurate records for the area of work for the
Hub Manager.
• Monitor exit survey data and trends to improve the performance of the
work area, escalating any concerns to the Hub Manager and senior team
(where appropriate).
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
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Ability
Experience
Technical
Minimum Eligibility
Please do not alter this box
• 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
Leave Blank
(Unsocial Hours)
Allowances
To be used by the JES Team only
OR-JES-3019-JD-B3 : BA : New Colleagues Lead Administrator v1.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8
Changing and Improving
Communicating and Influencing
Working Together
Managing a Quality Service
Delivering at Pace
OR-JES-3019-JD-B3 : BA : New Colleagues Lead Administrator v1.0