OMU General Administrator

Main Responsibilities

OMU General Administrator

HMP Parc, Bridgend

Salary : £9,276.72 per annum

Part-Time (20 hours per week - hours to be agreed)

G4S is a large and diverse company with operations in over 100 countries and more than 610,000 employees worldwide, G4S is a truly unique company who are bigger, more diverse and involved in more fascinating, innovative projects than many people would imagine and we now have an opportunity for a part-time OMU General Administrator to join our team at HMP & YOI Parc, a category B prison, in Bridgend, South Wales, currently holding over 1600 men and young people in a secure but modern environment.

We are currently seeking a skilled, professional individual who will join an experienced team to ensure that all documentation is kept secure and maintained correctly within the custody office. 

Key Accountabilities

• To ensure that released prisoner Core Records are correctly archived and destruction dates clearly recorded in accordance with NOMS policy and that the archive database is accurately maintained.
• The accurate and timely daily distribution of prisoner licences to the relevant Probation Service/Community Rehabilitation Company in accordance with Prison Service Instruction.
• To retrieve prisoner Core Records from archive as/when requested.
• To correctly label, update database and dispatch files to the external archiving contractor.
• To ensure that mail for the OMU Department is collected and distributed twice daily.
• To ensure the correct filing of additional prisoner documentation is completed on a daily basis, ensuring that all copies of prisoner Complaints/ACCT documentation etc. received are filed within the prisoner Core Record within the correct timeframes.
• The copying of prisoner Core Records in line with requests from the Prison and Probation Ombudsman and/or as a result of any essential internal/external enquires.
• To ensure that prisoner adjudication records are fully accounted for and correctly archived, with destruction dates clearly recorded in accordance with NOMS policy and that a local database is maintained to reflect this.
• To assist in the processing of all applications for information received from Benefit Agencies/DWP/Local Councils etc. ensuring that a response is provided within the specified timescales.
• To provide full administrative support so that the needs of the function/departmental team are met.
• To maintain sufficient stocks of stationery and general office supplies for OMU Case Administration staff.
• To ensure that the Records Storage Room is kept neat and tidy, in line with basic Health and Safety requirements
• To check the Custody Office Fax Machine at least four times a day and to ensure that faxes are distributed efficiently.
• To carry out any further duties deemed as suitable by the OMU First Line Managers and/or OMU Senior Case Administrators

The Ideal Candidate

Skills Required

Formal Education

• Educated to GCSE standard or equivalent

Experience

• Ability to establish and maintain accurate record keeping systems.
• Experience of working with IT systems/applications
• Ability to prioritise workload effectively with minimum supervision.
• Experience within a busy office environment would be desirable
• Ability to learn to use various types of bespoke electronic and/or manual recording and information systems used by the agency, office or related units.
• Ability to recognise and appropriately handle sensitive and/or confidential information.

Personal qualities

• Excellent communication skills, Good team player, methodical and well organised.
•  Ability to work effectively with others.

At G4S, the philosophy of our prisons is to rehabilitate offenders and equip them to re-integrate into mainstream society on release. Our aim is to create an environment in which staff and prisoners feel safe and causes of prison stress are minimised. Central to our philosophy is the relationship between staff and prisoners. Our training and operational practices emphasise the need to treat prisoners with dignity and respect and G4S staff build positive and supportive relationships with the prisoners in their care. We are seeking to recruit a caring, pro-active and confident professional to help make a real difference to their lives.

If you join us, you will find a secure, friendly and professional working environment and be given all the support, training and encouragement you need to build and develop a successful career with us. Our benefits are as you would expect from a large organisation and include a company pension, comprehensive training, career development, generous holiday entitlement, uniform and access to our on-site gym.

Please note that these vacancies are subject to a 10 year checkable history and the strict vetting standards set by G4S and the Secretary of State for the Home Office and are exempt from the Rehabilitation of Offenders Act.

You must be eligible to work in the UK and must have been resident in the UK for a minimum period of 5 years. You will also need to provide full details of your employment and education history for the last 10 years as part of the security screening process for this role.

HMP & YOI Parc is committed to a clean air policy for the wellbeing of its staff, and to protect them from the risks of passive smoking. Our prison is a smoke-free environment, and smoking is not permitted in any area of the establishment. The conveyance of smoking paraphernalia (including tobacco, cigarettes and e-cigarettes) through the Keylock and into the prison will be considered a disciplinary offence under the company’s Disciplinary Policy.