The job holder will be responsible for managing the administrative processes within the Business Hub, assisting the management of business processes ensuring data integrity, adhering to financial principles, policy and procedures. They will provide accurate and reliable business management information to support performance measures within the establishment. This is a non-operational job with line management responsibilities. Responsibilities, Activities and Duties The job holder will be required to carry out the following responsibilities, activities and duties:
- Manage the transactional activity associated with the Business Hub and the administrative staff within this area. This includes ensuring the following paperwork is complete, checked and ready for onward transmission where applicable:
- Performance
- Audits and Compliance
- Finance (Stock taking Management of Stores / Prisoner monies / Receivables / Reconciling expenditure / Accruals / Outgoing pay / Inter-unit charges / Cashier / PIN Phones)
- Charitable organisations
- Information Assurance
- Measuring the Quality of Prison Life (MQPL)
- Her Majesty’s Inspectorate of Prisons (HMIP) visits
- Subject Access Requests (SARs)
- Official Correspondence
- Request Complaints
- Risk Register
- Independent Monitoring Board (IMB)
- Action Plans
- Self-audit programme
- Vehicle maintenance
- Procurement including – ordering of staff uniform
- Bank signatory
- Fixed and local assets
- Monitoring contract delivery and performance
Undertake other administrative management tasks including:
- Contribute toward the development of local policy, procedures and practice and ensure consistency of application
- Manage devolved budget in accordance with the financial procedures outlined in the budget delegation
- Manage the achievement of Service Delivery Indicators (SDIs) and standards within the work area, verifying and signing off documentation as appropriate
- Attend relevant unit meetings as and when required to provide feedback on good practice examples, to promote awareness for better and more efficient ways of working
- Analyse and act on data collected by the Hub and produce any relevant reports to show findings
- Ensure that data entered into local and national systems is accurate and in accordance with agreed timescales
- Monitor performance of the Hub
- Draft all external and internal communications on behalf of the Hub
- Provide Head of Function with management information relating to the relevant area
- Be responsible for the management of all staff within their area. This includes staff performance, development and annual appraisal through to sickness absence management
- Act as first point of contact for relevant external stakeholders
- Act as requisitioner or approver dependant on local policy
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
- Changing and Improving
- Communicating and Influencing
- Working Together
- Managing a Quality Service
- Making Effective Decisions
- Leadership
Essential Experience
Essential Experience Able user of MS Word and MS Excel Information collation and analysis Technical Requirements Internal applicants Newly promoted staff to the following Band 5 first line manager roles (Hub Managers, Custodial Managers and Facilities & Services Managers) in Establishments are required to complete a qualification as part of their work objectives where these training packages are available Staff that have mapped or re-graded to Band 5 who have previously worked at an equivalent level will not be required to undertake the qualification. External applicants All external staff joining as a Band 5 Hub Manager or Facilities and Services Manager in an Establishment are required to complete the qualification where available. Additional Information
Additional Information
Please note that this is a part-time post for 18.50 hours per week. We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.
Working Arrangements & Further Information
The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review. For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks. Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on ‘modernised’ terms in their current post or onto ‘unmodernised’ MoJ terms if they are on ‘unmodernised’ terms at their current post. Details will be available if an offer is made. Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS’ Flexible Working policy. If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff. The Loan/Secondment is subject to the approval of the selected candidate’s Business Unit, which should be obtained before confirmation of appointment.
Application Process
Behaviours Application Form Question Word Limit 500 Changing and Improving Managing a Quality Service Making Effective DecisionsInterview stage assessments Interview Dates Interviews expected to be held W/c 07/09/2026 (TBC) Behaviours Changing and Improving Communicating and Influencing Managing a Quality Service Making Effective Decisions Leadership Strengths Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here. Level of security checks required DBS Standard
Benefits and Perks
- Level of security checks required DBS Standard
- Annual Leave -The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.
- Bank, Public and Privilege Holidays -You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment.
- Pension -The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.
- Work Life Balance HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so.
- Season Ticket Advance -After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work.
- Childcare Vouchers For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers.
- Training HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes -There are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts -All staff receive security and diversity training and an individual induction programme into their new roles.
- 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 the HMPPS considers to be racist.
- Working for the Civil Service The Civil Service Code sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission’s recruitment principles.
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