Support Services Administration – Records (Ref: 14127)

The Prison Service is looking for a meticulous and organized individual to join the team as an Administrative Support Officer focused on records management. In a high-security environment, the integrity of information is paramount to safety and justice. By ensuring that prisoner files—both active and historical—are handled with absolute care and confidentiality, you will play a vital role in the smooth operation of the establishment. This is a stable, non-operational role ideal for a professional who takes pride in accuracy and data security.

About the Role

As an Administrative Support Officer, you are the guardian of the establishment’s record-keeping system. Your primary mission is to ensure that every prisoner file is stored securely, updated daily, and easily accessible to authorized staff. You will manage the complex lifecycle of sensitive data, from requesting records from other prisons to overseeing the archiving and eventual secure destruction of historical documents. This role requires a disciplined approach to local procedures and data protection standards, ensuring that the right information is in the right hands at exactly the right time.

Key Responsibilities

• File Management: Undertaking daily filing to maintain an effective and up-to-date record-keeping system in line with local security procedures.

• Information Exchange: Requesting and receiving prisoner records from other establishments to ensure continuity of information.

• Logistics & Distribution: Managing the timely transfer of “back records” or “abscond records” to requesting prisons, alongside handling daily post and fax distributions.

• Archiving & Destruction: Maintaining the historical filing system, including moving files to archives and identifying old records for destruction in strict accordance with Data Protection/GDPR standards.

• Communication: Serving as a point of contact for administrative queries, providing assistance within your work area, and redirecting requests to appropriate departments.

• System Maintenance: Ensuring all records are stored appropriately and the physical filing environment remains organized and secure.

Requirements & Skills

• Organization: A proven ability to maintain accurate filing systems and manage high volumes of physical and digital records.

• Attention to Detail: Precision in identifying specific files and ensuring they are stored or destroyed according to exact legal standards.

• Communication: Ability to handle queries professionally and distribute sensitive information to the correct personnel.

• Adaptability: Willingness to accept reasonable alterations to tasks as the needs of the establishment evolve.

• Confidentiality: A strong understanding of the importance of data protection when handling sensitive prisoner information.

Benefits & Career Growth

• Structured Environment: A non-operational role with clear duties and a focus on essential administrative support.

• Civil Service Values: Be part of a diverse and inclusive workforce dedicated to public service and safety.

• Professional Development: Opportunities to build a foundation in public sector administration and information management.

• Pension & Stability: Access to the highly competitive Civil Service pension scheme and long-term job security within the justice system.