Full job descriptionGeneral InformationSalary

£29,107 - £30,648

Working Pattern

Full Time

Vacancy Approach

External

Location

Bedford

Region

East of England

Closing Date

17-Jul-2026

Business Unit

Bedford

Post Type

Permanent

Civil Service Grade

AO

Number of jobs available

1

Reserve List

12 Months

Job ID

19628
Descriptions & requirementsJob description
Overview of the job
This is an administrative job in an establishment
Summary
The job holder will provide administrative support to the Governor and other senior staff, managing their appointments and keeping them informed of day- to-day issues as and when they arise.

This is a rotational, 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:
*Responds to and/or distributes correspondence relating to the Governor including internal and external documents

*Co-ordinate the Governor and Deputy Governor’s diary, including appointments for staff, managers, internal/external stakeholders and members of the public

*Receive telephone calls on behalf of the Governor, ensuring any messages and requests for information are actioned

*Manage Governor/Deputy Governor’s emails; highlighting priority work to be actioned and responding to general enquiries

*Co-ordinates the weekly movements sheet for the Senior Management Team

*Maintain a log of all investigations and disciplinary hearings (fast track or full disciplinary), call witnesses and type transcripts of hearings

*Transcribe and publish staff information notices and notices to prisoners and Governors / Operational Orders

*Book accommodation and travel, as required for Governor, and other senior managers

*Send out global emails as and when required to all staff and act as the intranet publisher for the establishment

*Undertake other administrative tasks including:

*Organise, produce and maintain accurate records for area of work

*Act as contact point for all communications to the team. Prioritise and distribute communications to the appropriate person or relevant department in establishment

*Complete monitoring returns for area of work

*Input requisitions on to the finance database and process requisitions for defined area of work

*Co-ordinate any awareness sessions for area of work

*Prepare paperwork for checking by manager, conducting initial checks as required

*Correspond with relevant stakeholders and agencies to ensure that they are aware of information so that information is adequately shared

*Maintain and check establishment databases, manual filing systems and logs of information, responding within agreed timescales and producing reports as required

*Collate information relating to relevant Service Delivery Indicators (SDIs)

*Act as secretary to meetings as required including organising agenda, taking and distributing minutes and action points

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 the confidence through the medium of English or (w specified in Wales) Welsh.
Behaviours
*Changing and Improving

*Communicating and Influencing

*Working Together

*Managing a Quality Service

*Delivering at Pace

Hours of Work (Unsocial Hours) Allowances
37 hour working week

Additional Information
Working Arrangements & Further Information
The MoJ offers Hybrid Working arrangements w 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, w 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.
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. T is a requirement to work some public and bank...