Support Services Administration - Business Hub Part Time

General Information

Salary: £24,527 pro-rataWorking Pattern: Part TimeVacancy Approach: ExternalLocation: WolverhamptonRegion: West MidlandsClosing Date: 16-Sep-2025Business Unit: FeatherstonePost Type: PermanentCivil Service Grade: AANumber of jobs available: 1Reserve List: 12 MonthsJob ID: 9509

Descriptions and requirementsOverview of the job

This is an administrative job in an establishment.

Summary

The job holder will provide administrative support within the Business Hub including switchboard duties, post distribution, filing, photocopying and typing (if qualified typist).

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:

Operate the switchboard appropriately by identifying the caller’s needs ensuring all messages are communicated to the appropriate parties.

Receive, open, distribute and monitor all prisoner mail on a daily basis in line with local and national policies and make sure it is kept securely at all times.

Receive/distribute all incoming staff mail in a timely manner and coordinate the sending out of prisoner and staff mail.

Send, collect and distribute faxes to appropriate staff.

Forward any mail on to establishments for prisoners who have transferred.

Make sure investigation and hearing tapes are transcribed in an efficient and accurate manner (if qualified typist).

Provide copy typing provision when required (if qualified typist).

Keep securely copies of all documentation, either in hard copy or electronic form.

Process Chaplaincy paperwork including prisoner applications and arranging visits.

Act as contact point for communications, prioritise and distribute to the appropriate person or relevant department in establishment.

Undertake 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 as 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.

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (as specified in Wales) Welsh.

Behaviours

Developing Self and Others

Communicating and Influencing

Working Together

Managing a Quality Service

Hours of Work (Unsocial Hours) Allowances

37 hour working week.

Additional InformationWorking Arrangements and 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. Some roles will not be suitable for Hybrid Working. 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, and 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 suitably 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. It 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 and Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly where 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 Vouchers

For any moves across the Civil Service there may be implications on your ability to continue 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 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. If you feel the recruitment process has breached the recruitment principles you may raise a formal complaint in the following order:

Transformative Business Services: 0345 241 5358 (Mon-Fri 8am-6pm) or moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Ministry of Justice Resourcing team: resourcing-management-office@justice.gov.uk

Civil Service Commission: details available

As a Disability Confident employer, MoJ is committed to providing adjustments throughout the recruitment process and workplace. An interview can be offered to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.

For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos.

Diversity and Inclusion

The Civil Service is committed to attracting, retaining and investing in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Details about the initiative and eligibility requirements are available at: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are encouraged to explore redeployment opportunities before making someone redundant. MoJ is committed to providing opportunities to those at risk of redundancy.

Civil Service Nationality Rules

This job is broadly open to the following groups:

UK nationals

nationals of the Republic of Ireland

nationals of Commonwealth countries with the right to work in the UK

nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members with settled or pre-settled status under the EUSS

nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members who have made a valid application for settled or pre-settled status under the EUSS

individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020

Turkish nationals and certain family members who have accrued the right to work in the Civil Service

Further information on nationality requirements: https://www.gov.uk/government/publications/nationality-rules

Reserve list

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.

Contact InformationMoJ: If you require any assistance please call 0345 241 5359 (Mon-Fri 8am - 6pm) or e-mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk. Please quote the job reference 9509.

HMPPS: If you require any assistance please call 0345 241 5358 (Mon-Fri 8am - 6pm) or e-mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk. Please quote the job reference 9509.

Job Description AttachmentBand 2 SSA Business Hub JD281 v7.0.pdf (Job Description Attachment)

Application form stage assessmentsBehaviours

Note: Behaviour questions have a Word limit of 250 per item.Interview stage assessmentsInterview Dates: Expected October 2025

Strengths

Strengths will be assessed but are not shared in advance.

Use of Artificial Intelligence (AI)You must ensure that any evidence submitted as part of your application is truthful and factually accurate. Plagiarism includes using ideas or text generated by AI as your own.

Level of security checks requiredDBS ..... full job details .....