Job Description
21862 - SSA: Records Administrator - Full Time General Information Salary £25,409 Working Pattern Full Time Vacancy Approach External Location Wotton-under-Edge Region South West Closing Date 27-Sep-2026 Business Unit Eastwood Park Post Type Permanent Civil Service Grade AA Number of jobs available 1 Reserve List 12 Months Job ID 21862 Descriptions & requirements All staff have a responsibility to safeguard and promote the welfare of children. The post holder must undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation. Job description Overview of the job This is an administrative support job in an establishment. All staff have a responsibility to safeguard and promote the welfare of children. The post holder must undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation. Summary The job holder will provide administrative support to ensure the safe and secure keeping of prisoners' files, past and present and to action requests in a timely manner to aid effective record keeping in line with local procedures. This is a non-operational job with no line management responsibilities Responsibilities, Activities and Duties The job holder will be required to carry out the following responsibilities, activities and duties: Undertake filing on a daily basis to provide effective record keeping in line with local procedures Request and receive information/records from other establishments Store records appropriately / forward the back record or abscond record to the requesting establishment in a timely manner Send, collect and distribute faxes to appropriate staff Deliver and collect post where appropriate Maintain the filing system of the previous year's files so they are moved to archive and the oldest archive years files are sent for destruction in accordance with required standards (e.g. data protection) Undertake other administrative tasks including : Provide administrational assistance in area of work Maintain accurate filing system for area of work Respond to queries relating to area of work, redirecting where required The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder Behaviours Developing Self and Others Communicating and Influencing Working Together Managing a Quality Service Additional Information Working Arrangements & Further Information The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone's circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review. For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks. Some of MoJ's terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made. Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS' Flexible Working policy. If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff. The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment. Benefits Annual Leave -The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be ad