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Job Description (JD)
Band 3
Group Profile - Business Administrator (BA)
Job Description - BA: Management Coordinator
Document Ref.
JES 196 JD B3 BA Management Coordinator v8.0
Document Type
Management
Version
8.0
Classification
Official
Date of Issue
16 April 2025
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
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JES 196 JD B3 BA Management Coordinator v8.0
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Job Description
Job Title
BA : Management Coordinator
Group Profile
Business Administrator
Organisation
Delivery
Level
Band
3
Overview of the
This is an administrative job in an establishment
job
All staff have a responsibility to safeguard and promote the
welfare of children. The post holder must undertake the
appropriate level of training and is responsible for ensuring that
they understand and work within the safeguarding policies of the
organisation.
Summary
The job holder will provide administrative support to the
Governor 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.
Responsibilities,
The job holder will be required to carry out the following
Activities and
responsibilities, activities and duties:
Duties
• Responds to and/or distributes correspondence relating to
the Governor including internal and external documents
• Co-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
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JES 196 JD B3 BA Management Coordinator v8.0
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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 (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.
Behaviours
• Changing and Improving
• Communicating and Influencing
• Working Together
• Managing a Quality Service
• Delivering at Pace
Strengths
NB: The below are for guidance only. It is advised strengths are
chosen locally, recommended 4-8.
Essential
Experience
Technical
Requirements
Ability
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JES 196 JD B3 BA Management Coordinator v8.0
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Minimum
• All candidates are subject to security and identity checks prior to
Eligibility
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
37 hour working week
(Unsocial Hours)
Allowances
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JES 196 JD B3 BA Management Coordinator v8.0