HM Prison and Probation Service
HMP Bedford - Business Administrator ( Management Coordinator) (Ref: 19628)
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HMP Bedford - Business Administrator ( Management Coordinator) (Ref: 19628)
Job Title & Location Located at HMP BEDFORD (MK40 1HG).
Job Summary
Please refer to Job Description.
Job Overview
This is an administrative job in a prison establishment.
Role Summary
The job holder will:
- Provide administrative support to the Governor and other senior staff.
- Manage appointments for the Governor & Deputy Governor.
- Keep senior staff informed of day-to-day operational matters.
This is a rotational, non-operational role with no line management responsibilities.
Responsibilities & Duties
The role includes the following core and additional administrative tasks:
Core Responsibilities
- Respond to and/or distribute correspondence (internal and external) for the Governor.
- Coordinate the Governor and Deputy Governor’s diaries, including appointments for:
- Staff and managers
- Internal & external stakeholders
- Members of the public
- Answer and manage telephone calls on behalf of the Governor (ensuring timely actions).
- Manage emails for the Governor and Deputy Governor:
- Highlight priority work.
- Respond to general enquiries.
- Coordinate the weekly movements sheet for the Senior Management Team.
- Maintain a log of:
- All investigations.
- Fast-track and full disciplinary hearings.
- Responsibilities include:
- Calling witnesses (if required).
- Typing transcripts of disciplinary hearings.
- Transcribe and publish:
- Staff information notices.
- Notices to prisoners.
- Government policy-related messages (Operational Orders).
- Arrange accommodation and travel for Governor and senior managers as required.
- Send global/revolving college-wide emails to all staff.
- Act as the intranet publisher for the establishment.
Other Administrative Tasks
- Organise and maintain accurate records for the role’s area of operations.
- Act as the primary contact for internal communications. Prioritise and distribute updates to relevant staff or departments.
- Complete monitoring returns for the operational area.
- Input and process requisitions on the finance database for the operational area.
- Coordinate awareness sessions for the designated area.
- Prepare paperwork for managerial review; conduct initial checks where applicable.
- Correspond with external stakeholders and agencies, ensuring fair information sharing.
- Maintain and audit:
- Establishment databases.
- Manual filing systems.
- Logs of documentation, ensuring compliance with deadlines.
- Provide regular (monthly/quarterly) reports as required per contract.
- Collate information related to Service Delivery Indicators (SDIs).
- Act as secretary to operational meetings, including:
- Preparing agenda.
- Recording minutes.
- Distributing actions for follow-up.
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A note: The core responsibilities listed explain the current job scope. The role may evolve with new or additional duties of similar nature. Significant changes would require adjustment and review under Job Evaluation procedures.
Catalogue of Behaviours Required
The role expects the ability to perform all spoken aspects with confidence through English (or Welsh where specified). Key behaviours include:
- Changing and Improving
- Communicating and Influencing
- Working Together
- Managing a Quality Service
- Delivering at Pace
Hours & Working Conditions
- Contract hours: 37 hour working week.
- Eligible for Unsocial Hours Allowance (if applicable).
--- (note: Minimal duplication above, but implied in full text.)
Person Specification
behavioral competencies outlined above are assessed formally.
Refer to the Person Spec as outlined in Job Description.
Benefits & Allowances
Awarded in addition to the Salary of £29,107:
- Employer contributes £8,432 to the Civil Service Pension Scheme (defined benefit).
Additional perks:
- Civil Service Pension with a 28.97% contribution.
- Access to learning and development programs.
- Flexible working options.
- Diversity, inclusion and mental health support.
- Public holidays and Season Ticket Advancement Scheme availability.
For details about the recruitment process, benefits, and Lord Chancellor’s Office-wide support systems, visit: About the Ministry of Justice Careers.
Disclaimer: Artificial intelligence can assist with application preparation, but all examples and statements must be truthful and reflect your experience. Applications or CVs discovered to be falsified via AI risk withdrawal or disciplinary action.
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Security Clearance
- Mandatory criminal record checks for successful candidates.
- Requires completion of the baseline personnel security standard(TPSS) check for UK government assets.
Nationality Requirements
Eligibility is broad:
- UK or Irish nationals.
- Commonwealth nationals with UK work rights.
- Nationals of:
- EU member states*; Norway*; Iceland*; Liechtenstein
- Turkish nationals with section 2ленный agreement entitlement.
*Conditions apply, including pre-settled/settled EU Settlement Scheme (EUSS) eligibility.
Working in the Civil Service
Expectations and procedures include:
- Alignment with Civil Service Code.
- Recruitment on merit under fair and open competition.
- Employment diversity commitments. Inclusion schemes like the Disability Confident Scheme.
- Programs such as the Redeployment Interview Scheme.
Veteran candidates can apply through the Great Place to Work for Veterans option.
Diversity & Inclusion
The Ministry of Justice includes a Civil Service People Plan (prioritising internal developmental support) and a Civil Service Diversity & Inclusion Strategy.
Contact for Applicants
Vetting Queries
Email: moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk Phone: +44 (0)345 241 5358
Recruitment Support Details
For inquiries regarding civil servant redeployment or issues related to recruitment adherence policy:
- Initial approach: SSCL (Moj-recruitment-vetting-enquiries@sscl.gov.uk).
- If recruitment concerns are unresolved and the role advertised externally (not to Civil Service staff), complaints may be forwarded to the Civil Service Commission:
- Commission website for full information.
Other Useful Links
- MOJ Careers Portal (Job ID#19628) (job-ID number provided for potential bookmarking.)
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