We are recruiting for a Administrator at HMP Chelmsford
Here at Forward Trust, we deliver a complex range of drug and alcohol services in the unique prison environment. Our support includes providing advice, health and wellbeing, motivational work, clinical services, and a wider range of group work and treatment programmes.
The Forward Trust services which are delivered within prison settings are commissioned by NHS England and are delivered in partnership with primary healthcare providers and HMPPS. Integration and partnership are integral to the work we do.
We believe that everyone can live a fulfilling life, whatever their past. Our work in prisons aims to support those affected by drug or alcohol issues to create lasting change and reduce dependency, homelessness, unemployment and re-offending.”
Role Responsibilities
The Administrator position entails providing a comprehensive business administration service to support senior substance misuse management, ensuring data quality and administrative effectiveness.
The purpose of this post is to ensure the smooth administration at HMP Chelmsford. Responsibilities include providing support to managers and integrated substance misuse teams, contributing to and monitoring targets set by Forward, performing some secretarial duties, data validation, time management, and system monitoring.
The role requires collaborative work with the data team and this will be remote. The ability to work independently and proactively for protracted periods is a must. Being dynamic and flexible to meet key deadlines and data submission requirements is imperative to the function of this role.
- Ensure the collection of relevant statistical data is accurate and reported in accordance with any specified deadlines.
- Take minutes in a range of meetings and ensure they are organised, and the correct attendees are invited.
- Liaison, where appropriate, with relevant prison departments, including clinical partners.
- Opening and distribution of external and internal post, ensuring outgoing mail is delivered to the post room in a timely manner.
- To be responsible for answering the general office telephone and dealing with enquiries as appropriate. Using own initiative when dealing with a range of subjects in a courteous and efficient manner, whether in person, writing or telephone, always taking client confidentiality into consideration.
- To assist with filing and maintenance of ISMT administration records in an orderly and user-friendly system.
- Engage positively in team meetings and supervision sessions as required by the Service Manager.
- Support the Service by ensuring all tasks are covered and undertaken to a high standard.
- Alert the Line Manager and Service Manager to any significant risks or problems arising while managing and monitoring the services carried out.
- Take on other reasonable tasks and responsibilities as deemed appropriate by line management
Working as part of a team of 14 you will be reporting to the Service Managers. This is a part time role of 28 hours and can be flexible on the days of work with a recommended start time of 8am.
You will be recording data onto a national data base system. You will be based on the wing but no one to one interaction with the Prisoners. You will be working with other stakeholders inside and outside of the organisation.
All prison-based roles will require enhanced DBS and HMPPS security vetting. Please note this process can take up to 3-6 weeks. All offers are subject to receiving both HMPPS vetting and DBS clearances.
Checks will require you to provide information on the below:
- Yourself (personal information, financial information, police information, criminal history)
- Your family (parents, parents’ partners, siblings, partner(s), children)
- Co-residents
- Associations that may cause a conflict of interest with your role or the prison service.
- Background checks across police information systems on you, your family and other associates
- Credit reference checks
- Social media and Open-Source checks (these are checks on content about you that's publicly available on the internet to ensure there's nothing linked to you that could undermine public trust and confidence in the prison service)
- Other government and overseas agency or police checks.
The Ideal Candidate
We are looking for an organised individual who can work on own their own initiative who have great attention to detail and can work towards deadlines and targets.
Please see below a list of skills and experience also needed for this role;
- An intermediate to advanced certification or demonstrable experience in Microsoft packages.
- A minimum of one years’ experience of providing administrative support within a large team, demonstrating ability to work in a pressured environment.
- Experience of accurately collating statistical information, with an attention to detail and report writing.
- Experience of developing, implementing or maintaining large databases and managing administrative tasks associated with them.
- Willingness to develop an understanding of the aims of Forward and support the organisations ethos.
- Previous experience of working within a confidential and/or secure environment.
- Excellent organisational skills.
- Ability to effectively manage a varied workload whilst working to deadlines and targets.
- Excellent written and verbal communication skills, with the ability to deal with people of all levels and to work on own initiative in preparing correspondence.
- Experience of working closely with senior managers and remote management