HQ Job Description (JD)
Band 4
Group Family: Generic - Administration
Job Description: Administrator
Document Ref.
HQ-JES -2138 Generic - Administrator v2.0
Document Type
Management
Version
2.0
Classification
Official
Date of Issue
17/07/19
Status
Baselined
Produced by
Head of Group
Authorised by
Reward Team
JD Evidence
HQ-JES -2138 Generic - Administrator v2.0
HQ Job Description
Job Title
Administrator
Directorate
Generic - Administration
Band
4
Overview of the job
The job holder will be required to provide administrative support and assistance to
staff members within their Directorate. Providing a professional and efficient service.
Summary
The jobholder will be responsible for carrying out administrative processes,
maintaining systems and will act as first point of contact for all HMPPS, MOJ and
wider criminal justice stakeholder enquiries arriving into their team, via functional
mailboxes, telephone or mail
They will have no direct line management responsibilities but will have regular contact,
in an administrative capacity, with internal and external stakeholders including at a
Senior level. They will be relied upon to act at all times with professionalism and
discretion and in a way that reinforces and enhances the positive reputation of HMPPS.
The post holder also undertakes a variety of specific activities and duties, for which
they are held personally accountable, commensurate with their grade.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities & Duties
and duties:
? To provide secretariat support to meetings, including all preparation of work,
taking minutes/notes.
? Assist with the management of local activities for example business
continuity, use of government procurement card, sickness absence
management. Assist with the collation of data and other management
information requirements.
? Co-ordinate/draft responses to information requests under Freedom of
Information and Data Protection Acts and / or Parliamentary Questions.
? Support and advise staff and management with queries and current
personnel policies and procedures.
? Provision of general administrative duties including face to face, email
enquiries, booking meetings, diary management etc.
? To maintain administration databases to record and monitor information &
produce monthly reports on these. Ensure that data entered into local and
national systems is accurate and in accordance with agreed timescales
? To contribute to the review and development of systems, including
procedures regarding the review of all specialist support systems and
processes to identify and implement efficiency improvement measures, as
required
? Assist the Budget holder with financial planning and maintenance of financial
records
? Provide management with management information relating to the relevant
area
? Act as first point of contact for relevant external stakeholders
? Monitor the functional mailboxes, action any issues and where needed log
the request in the relevant folder/spreadsheet.
? Provision of general administrative support which will include; dealing with
face to face and e-mail enquiries, booking meetings, booking laptops,
projectors, flipcharts, teleconference facilities.
HQ-JES -2138 Generic - Administrator v2.0
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.
Behaviours
? Making Effective Decisions
? Seeing the Big Picture
? Delivering at Pace
? Working Together
? Changing and Improving
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Essential Experience
N.B. Converting job descriptions to the new Success Profile format means areas
captured in experience could also be assessed as a strength. Vacancy managers
should use their own judgement to decide where best to assess these.
Good communication skills and the ability to communicate at all levels of the
organisation
Technical
Good working knowledge of Microsoft word, excel
requirements
Ability
Minimum Eligibility
? 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
(Unsocial Hours)
Allowances
HQ-JES -2138 Generic - Administrator v2.0
Success Profile
Experience
N.B. Converting job descriptions to
the new Success Profile format
Behaviours
Strengths
Ability
means areas captured in
Technical
experience could also be assessed
as a strength. Vacancy managers
should use their own judgement to
decide where best to assess these
It is advised strengths are
Good communication skills and the
Good working knowledge of Microsoft
Making Effective Decisions
chosen locally, recommended
ability to communicate at all levels
word, excel
4-8
of the organisation
Seeing the Big Picture
Delivering at Pace
Working Together
Changing and Improving
HQ-JES -2138 Generic - Administrator v2.0