Administrative Assistant

Main Responsibilities

Administrative Assistant

HMP Parc, Bridgend

Salary : £20,241.65 per annum

Full-time (40 hours per week)

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 an Administrative Assistant 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.

The Learning and Skills administrative team are looking to increase its admin support to assist with the effective delivery of all it functions.  This includes the registration of learners onto the various awarding bodies including arranging for purchase requisitions and generating P/O Nos. The timely input of receipt of certificates against the LPA to ensure every course has received its qualifications and that there is an audit trail and report generated for HMIP.   Making sure   we are efficient when claiming, receiving, recording and distributing certificates.  To make appropriate arrangements for examinations and to liaise with external verifiers with regards to their expectations. Assisting with all aspects of the delivery you will be expected to assist with carrying out the initial BKSB assessment providing information, advice and guidance with regards to the prisoner’s learner journey and recording on CMs where individuals have qualified at Entry 3.  Provide general administration and clerical support to the Learning & Skills Department.

Roles and Responsibilities:

• Liaising with awarding bodies to administer registration, accreditation and certification of courses.
• To co-ordinate arrangements for examination entries and fees, coordinating the invigilation of examinations, the storage and security of exam papers and learner scripts
• To assist in producing and maintaining accurate and up-to-date data relating to examination entries and results on the main Learning & Skills database
• To ensure that curriculum managers receive and are aware of changes in regulations and specifications.
• To be responsible for the processing of results and to produce centre statistics in examination results for internal monitoring purposes and for publication and as required by the senior management.
• Gain an awareness of the  External Verifiers expectations and requirements in order to assist the Curriculum Managers with data collection
• Data entry for registration, assessment, internal verification and certification of Learners, using the departmental Excel spread sheet.
• Assist with Conducting/Supervising the bksb assessments for all new receptions in both main and VPs. 
• Assist with issuing bksb results to both A and B and fast track classrooms rooms and Ty Dysgu ESW classrooms.
• Ensure BKSB scores are recorded on all relevant data base including CMS and sent to the relevant departments.
• Provide the prisoner with IAG ensuring every prisoner is fully aware of their functional level and provide a prospectus to encourage interest in enrolling on the relevant vocational or education courses.
• Signpost on CMS where the prisoner has been directed i.e. Education  RAU
• Assist with  certificates and  input of certificate numbers onto the  Learner Performance & Achievement (LPA) Data base
• Forward or deliver certificates  to relevant areas/person acquiring a signature on receipt of certificate
• Coordinate the booking of  X block function  room for all areas
• Attend meetings as requested by Learning & Skills Management and take minutes of same. 
• Provide administrative support to meetings including organisation of meetings, production of accurate minutes and distribution of all relevant information to relevant staff.
• Escort any visitors to the department as required.
• Any other tasks as reasonably requested by Learning and Skills Management team

The Ideal Candidate

Formal Education

Education to GCSE standard or equivalent, preferably educated to A Level standard.

Technical Education

• Proven experience of relevant IT systems including Word and Excel is essential.  Proficiency in the use of Excel in particular is crucial to the role.
• Experience of producing coherent reports to include statistics and graphical analysis of information.  The ability to carry out some data analysis would be highly advantageous.

Preferred Experience

• Experience of working within a busy office environment
• Experience of working with prisoners is beneficial
• Good IT & organisational skills
• Knowledge and understanding of issues of confidentiality and data protection

Personal Qualities

• Excellent communication skills
• Excellent organisational skills, being able to multi-task and prioritise workload
• Eye for detail and enthusiastic approach to work
• Able to work alone and unsupervised
• Reliability under pressure
• Flexibility
• Excellent interpersonal skills with the ability to communicate effectively at all levels
• Team player
• Ability to demonstrate professionalism and discretion at all times.
• Willingness to work with prisoners

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.