Administration Officer at HM Prison Leeds

Role Overview

This role is situated at HM Prison Leeds (LS12 2TJ) and involves delivering administrative assistance to residential staff and units, ensuring maintenance of administrative systems within set deadlines. It is a non-operational, rotational position without any line management duties.

Key Duties and Responsibilities

• Maintain and update Notice to Prisoners, Staff Information Notices, and Governors/Operational Order folders to ensure only current documents are displayed and outdated ones removed promptly.
• Manage the Cell Sharing Risk Assessment (CSRA) database, providing updated risk assessments to wing managers.
• Coordinate diaries and meetings for residential units and the Head of Function.
• Regularly compile and update the Personal Officer List weekly.
• Serve as a point of contact for the complaints process by logging, allocating, and distributing complaints for responses daily, and sending reminders to meet deadlines.
• Update weekly Black and Minority Ethnic (BME) statistical figures and submit reports to the Equality Team.
• Perform additional administrative tasks such as organizing and maintaining accurate records, acting as communication hub for the team, completing monitoring returns, managing finance database requisitions, coordinating awareness sessions, preparing paperwork for managerial review, corresponding with stakeholders and agencies to ensure effective information sharing, maintaining databases and filing systems, compiling reports on Service Delivery Indicators (SDIs), and providing secretarial support for meetings including agenda management, minute taking, and action point distribution.

Required Behaviours and Skills

• Changing and Improving
• Communicating and Influencing
• Working Together
• Managing a Quality Service
• Delivering at Pace

Experience and Training

Candidates must complete role-specific training upon appointment.

Working Hours and Conditions

The role entails a 37-hour working week. Unsocial hours and allowances may apply.

Compensation and Benefits

• Annual salary of £29,107
• Additional £8,432 employer contribution to the Civil Service Defined Benefit Pension scheme
• Access to learning and development opportunities
• Flexible working options supporting work-life balance
• Inclusive and diverse work culture
• Civil Service pension with employer contribution of 28.97%
• Annual leave and public holidays
• Season Ticket Advance availability

Application Process and Requirements

Applicants must undergo a criminal record check and baseline personnel security checks due to working with government assets. The selection process uses Success Profiles assessing behaviours and strengths. The role requires candidates to confidently perform all spoken duties in English.

Nationality and Eligibility

• Open to UK nationals
• Nationals of the Republic of Ireland
• Commonwealth nationals with UK work rights
• EU, Swiss, Norwegian, Icelandic or Liechtenstein nationals (including family members) with settled or pre-settled status under the EU Settlement Scheme
• Applicants with valid applications or limited/indefinite leave to remain under specified conditions
• Turkish nationals and eligible family members with Civil Service work rights

Diversity and Inclusion

The organisation commits to equal opportunities, inclusion, and runs a Disability Confident Scheme. It supports veteran employment through the Great Place to Work for Veterans initiative.

Additional Information

The job description may be adjusted to include additional duties as necessary, and changes may lead to re-evaluation. All statements in applications must be factual and original to the applicant to avoid withdrawal or disciplinary action stemming from plagiarism or misuse of AI.