Secretariat Officer Bridgend £24,744.51

Role Responsibility:

Secretariat Officer

G4S Care and Rehabilitation Services

HMP Parc, Bridgend, CF35 6AP

Salary £24,744.51 per annum

Permanent, Full Time (40 hours per week)

Benefits:  Company Pension, free on-site parking, on-site canteen, local Gym discounts, ongoing training and development and access to High Street Shop discounts.

Within Care and Rehabilitation Services, the philosophy of our prisons is to rehabilitate offenders and equip them to re-integrate into mainstream society on release. We seek to normalise prison conditions as far as possible to reflect life in the outside community. 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. HMP & YOI Parc accommodates 1038 convicted male adult prisoners and remand/ convicted young offenders and young people in a secure but modern environment.

The successful candidate will be required to provide an effective and efficient Secretariat service to the Compliance & Assurance department and wider Prison, ensuring adherence to all policies and procedures.

Key Responsibilities:

• To assist with the management of the investigation process at HMP/YOI Parc by providing administrative support, collation of reports and ensuring any necessary documentation is prepared, accurately maintained and securely stored.
• To assist with the management of Public Correspondence, ensuring that all documentation is logged, correctly distributed and responses are obtained within the required timescales.
• To coordinate responses to Public and Community Correspondence on behalf of the Director, ensuring that all required information is obtained before responses are prepared.
• To coordinate information for the Information Access officer, ensuring that all requests for documentation made by the Ministry of Justice are logged,  co-ordinated and forwarded securely both to the MOJ and other interested external parties.
• To assist the Secretariat office conducting administration roles as required, and provide statistical information to the Senior Management Team as directed.
• To assist in the management of the litigation process at HMP & YOI Parc, ensuring all claims are processes thoroughly, promptly and within required timescales
• To assist in the coordination of Complaints including logging, processing returns and ensuring complaints are answered in the timescales laid out in the Prisoner Complaints Policy Framework.
• Assist with the archiving process ensuring that all relevant documentation is stored correctly and safety within designated areas. 
• To assist with Subject Access and Freedom of Information request processes, ensuring that all requests for documentation made by the Ministry of Justice are logged, co-ordinated and forwarded securely both to the MOJ and any prisoner making such a request.
• Receive inbound telephone calls and queries from the General Public ensuring all calls are handled professionally as required.
• To take minutes of meetings as directed.
• Cooperate with management to ensure statutory duties are met. 

The Ideal Candidate:

Essential Skills

• High standard of word processing skills
• Working knowledge of Microsoft packages (i.e. Word/Excel and Powerpoint) 
• Working knowledge of Google applications
• Proven experience of working in a busy environment
• Experience of working as part of a team in a pressured environment

Desirable Skills

• Administrative experience / qualifications

If you join us, you can be sure that you’ll 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.

HMP Parc encourages applications from Welsh speakers.

For more information on HMP Parc, please visit https://hmpparc.co.uk/

Equality and Diversity is an important part of G4S Care and Rehabilitation Services. We actively encourage applications from all backgrounds and are a fully inclusive employer who aims to support all employees to be their true selves. We are happy to discuss any reasonable adjustments for either the role or during the recruitment process.

G4S Care and Rehabilitation Services is committed to safeguarding and promoting the wellbeing of children and adults at risk and each employee is expected to support these goals.

Please note that these vacancies are subject to a 5 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 3 years. You will also need to provide full details of your employment and education history for the last 5 years as part of the security screening process for this role.