Job Purpose

To provide a range of confidential, efficient, and comprehensive administrative and financial support to facilitate the work of the Senior Management Team, Budget Holders, Staff and Prisoners within the States of Jersey Prison Service and other departments within the Government of Jersey.

Job Specific Outcomes 1 of 2

1. Carry out administrative processes and workflows to ensure effective functioning of the team and in line with departmental, States of Jersey Prison Service and Government of Jersey policies and procedures as required.

2. Complete any relevant financial administrative processes required on behalf of management ensuring they adhere to the relevant sections of the public finance manual.

3. Assist with the inputting and reconciling in the movement of prisoner funds within the Prison Probation Information Management System (PPIMS). To include online payments/cash, reconciliation and inputting prisoner wages, printing, and telephone credit. Preparation of PPIMS accounts for weekly banking.,

4. Contribute to and maintain efficient prisoner records including highly sensitive personal information. Transfer/input medical notes onto electronic medical system (EMIS) as required. Safe storage and record keeping of valuables. Preparation of funds and valuables for discharge and court appearances. “Handing In/Out” request and account queries on daily basis, administrating Purple Visits orders and processing Prisoner’s newspapers orders.

5. Arrange and service meetings ensuring all requirements are in place prior to the meeting. Prepare and distribute the agenda and any supporting documentation prior to the departmental meetings and write and circulate subsequent minutes, monitoring of follow up actions to ensure that meetings achieve their desired outcomes. Undertake copy/audio typing including confidential/sensitive documents. 

6. Assist the collection, management, cleaning, abstraction, and aggregation of data as well as manipulating and linking data sets alongside a range of analytical studies on that data to ensure that the Prison has a better understanding of their data.

Job Specific Outcomes 2 of 2

7. Collaborate, report, summarise and present data output conclusions in the most appropriate form (through visualisations and BI tools) to help enable departmental leads and users to inform better outcomes and decisions. Maintain databases, data collection systems to optimise data efficiency and data quality and improve data sharing and accessibility across the Prison.

8. Administer and maintain the Central register of prisoners and court diary, ensure prisoners are presented at court, medical appointments, or other destinations on time and on the correct day. Assisting with urgent communication emails between Professionals and their clients.

9. Maintain, calculate, and provide prisoner conviction data such as conviction dates/fines/time served calculations, ensuring this reaches key external agencies in a timely manner. Record accurate data regarding prisoners moving from remand to convicted.

10. Contribute and maintain the Register for Criminal Record of Offences (CRO) checks pertaining to outside agencies and contractors to ensure the continued security of the Prison.

11. Assist with the Educational function within the Prison. To include all aspects of Exam Registration for the various exam boards including invigilating and preparing the exam timetable. Processing educational applications and contribute and maintain the data/matrix. On completion of courses prepare certificates.

12. Assist with rostering when rostering staff are not available. This will require inputting staff shifts onto the PPIMS and logging staff sickness. This will also require knowledge of how to complete end of month payroll.

13. Undertake general office duties, including photocopying, shredding, scanning prisoner’s applications onto PPIMS, filing and storage of documents in the appropriate area. Dealing with telephone enquiries, taking, and passing on messages. Providing messenger duties when required

Qualifications

A level or equivalent.

Knowledge

Essential:

Excellent organisation and administrative skills. Knowledge of Microsoft Word and Excel. Security Awareness.

Desirable:

Specialist knowledge on the Prison & Probation Information Management System, PPIMS. A background in medical secretarial work. Knowledge of all States policies regarding employment, terms and conditions, Equality & Diversity and Health & Safety

Technical Work Based Skills

Essential:

Excellent keyboard skill. Ability to adapt to a wide range of computer systems. Ability to prioritise workload with high degree of accuracy. Working within deadlines. Knowledge of using states purchasing/invoicing system. Analytical skills to understand problems or situations and select the best approach to resolve the problem/s.

Desirable:

Data analysis research and reporting experience. Ability to understand and use advanced features of Microsoft applications eg pivot tables, charts and databases – Excel.

General skills / attributes

Excellent interpersonal and communication skills both verbal and written. High degree of confidentiality. Ability to interact with all levels of staff and customers. Ability to make judgment calls daily. Experience of managing changing workloads.

Experience

Essential:

Working experience in office environment.

Desirable:

Financial / bookkeeping experience.