This is an administrative job in an establishment. 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
- Responds to and/or distributes correspondence relating to the Governor including internal and external documents.
- Coordinate 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.
Additional responsibilities include:
- 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 establishment.
- Complete monitoring returns for area of work.
- Input requisitions onto 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.
Qualifications and Requirements
- Ability to fulfill all spoken aspects of the role with confidence through the medium of English or, where specified in Wales, Welsh.
- Experience in administrative support and diary management, preferably at a senior level.
- Strong communication and organisational skills.
Benefits and Working Conditions
- Standard full‑time working hours: 37 hours per week excluding unpaid breaks.
- Hybrid Working arrangements may be available, subject to business needs and discussed with the successful candidate.
- Bank, public and privilege holidays: 9 days (66 hours 36 minutes) added to annual leave allowance.
- Choice of two Civil Service pension schemes.
- Access to a range of training and development opportunities.
- Eligible for a season ticket advance after two months of service.
Equal Opportunities
- Disability Confident employer – reasonable adjustments available throughout the recruitment process.
- Employment open to UK nationals, Republic of Ireland nationals, Commonwealth nationals, EU/EEA nationals with settled or pre‑settled status, and other specified categories.
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