34814 - Records Clerk

Ministry of Justice ,
Nottingham, Nottinghamshire
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Job Description

Salary Minimum 17,175 Pro-rata Number of jobs available 1 Detail of reserve list 12 Months Region East Midlands City/Town Nottingham Building/Site HM PRISON WHATTON WHATTON, NG13 9FQ Grade AA Organisation Grade for HMPPS Band 2 Post Type Permanent Working Pattern Part Time, Flexible Working Role Type Administration / Corporate Support Job description We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. To find out more about how we champion diversity and inclusion in the workplace, visit: This post is for 18.5 hours per week. Due to COVID-19 restrictions, interviews will be held via telephone. Overview of the job This is an administrative support job in an establishment. Summary The job holder will provide administrative support to ensure the safe and secure keeping of prisoners' files, past and present and to action requests in a timely manner to aid effective record keeping in line with local procedures. This is a non-operational job with no line management responsibilities Responsibilities, Activities and Duties The job holder will be required to carry out the following responsibilities, activities and duties: * Undertake filing on a daily basis to provide effective record keeping in line with local procedures * Request and receive information/records from other establishments * Store records appropriately / forward the back record or abscond record to the requesting establishment in a timely manner * Send, collect and distribute faxes to appropriate staff * Deliver and collect post where appropriate * Maintain the filing system of the previous year's files so they are moved to archive and the oldest archive years files are sent for destruction in accordance with required standards (e.g. data protection) Undertake other administrative tasks including: * Provide administrational assistance in area of work * Maintain accurate filing system for area of work * Respond to queries relating to area of work, redirecting where required 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 * Developing Self and Others * Communicating and Influencing * Working Together * Managing a Quality Service Additional Information Working Arrangements & Further Information Some of MoJ's, including HMPPS, 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 working hours for this post are 37 hours per week excluding breaks which are unpaid. 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. Benefits 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. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ 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 V

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