Admin Hub Support (LTHSPG) (Ref: 90430)

Overview of the job The post holder will provide administrative support to the Long Term High Security Prisons Group (LTHSPG) within the Long Term High Security Estate (LTHSE) in the Directorate of Public Sector Prisons. Responsibilities include meeting support, collation of routine information, maintenance of databases and ad hoc administrative tasks.There are no line management responsibilities attached to the post which is Wakefield based.The job holder will report to the Band 5 LTHSPG Briefing and Casework Manager who reports to the LTHSPG Business Manager (Band 7) who in turn reports to the Staff Officer for the Executive Director of the LTHSE.This is a non-operational role.Summary The post holder will provide administrative support to the Long Term High Security Prisons Group within the Directorate of Public Sector Prisons. Responsibilities include meeting support, collation of routine information, managing the LTHSPG Admin functional mail box, maintenance of databases and ad hoc administrative tasks.Responsibilities, Activities and Duties The job holder will be required to carry out the following responsibilities, activities and duties:Provide HERM support to LTHSPG by supporting the Local Information Manager. Responsibility for electronic and paper filing.Maintain and create relevant databases and ensure they contain accurate data, routinely quality assuring them to include information classified as Official, Secret and Top Secret.Ad-hoc administrative tasks as necessary.Liaise with colleagues and/or stakeholders to ensure the timely collation of information.Act as the first point of contact for general administrative support which could include: dealing with face to face queries, booking meeting rooms, organising teleconference and video conference facilities and routinely monitor and actioning requests sent to the functional mailbox, minute taking as required.Act as I-Procurement Requisitioner for LTHSPG and ensure that orders are receipted when necessary.Responsible for taking minutes of meetings, producing action points/plans from the meeting and following up on those actions to ensure compliance.Responsible for tracking all incoming correspondence and FOIs, allocating to case handlers and maintenance of the correspondence database and foldersThe 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.