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Personal Assistant (PA)/Secretary to Prison Director

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Job Reference: 6234
Number of Positions: 1
Job Category: Secretarial and Administration
Contract Type: Full Time
Salary: £22,263
G4S Region: UK & Ireland
Country:United Kingdom

G4S Business Unit:UK Central Government Services
Closing Date: 25/01/2018

Job Introduction:

Role Responsibility:

Personal Assistant (PA)/Secretary to Director

Location – HMP Birmingham

Salary:  £22,263.00 - per annum 

Hours:  Full Time, 40 hours per week

HMP Birmingham is a part of G4S Custodial & Detention Services, the leading private provider of prison services in the UK, which manages five successful prison establishments in England and Wales. We provide a progressive environment dedicated to reducing re-offending and enabling individuals to fulfill their potential back in their local community.

At HMP Birmingham we aim to inspire, motivate and guide prisoners to become the best they can be. Located in Winson Green near the center of Birmingham, HMP Birmingham is a category B Prison, holding 1450 adult remand and sentenced male prisoners.

We are currently looking for a flexible and motivated individual to join our team as a Personal Assistant/Secretary to support the Director and Senior Management Team of HMP Birmingham.

The ideal candidate will have strong organisational and communication skills, have experience of working within a fast paced environment in a similar role and will be dedicated to providing a high quality service to both internal and external customers.

Delivering professional secretarial support to the Director, as well as the Senior Management Team at HMP Birmingham, you will have full responsibility for managing diary calendars and email inboxes effectively, project managing meetings and other team events, accommodation, and travel arrangements.

The ideal candidate for this role will be an experienced Secretary/PA, having worked with Director level previously and therefore must be able to demonstrate the ability to work to tight deadlines, remain confidential, have the ability to prioritise workload and challenge where necessary.  Excellent written and verbal communication skills are a must, as well as working proactively and using your own initiative.

Key Responsibilities:

  • Produce documents and information, often of a confidential and sensitive nature, in a timely manner ensuring consistency with company and department standards of efficiency and accuracy.
  • Create and maintain manual and computer records and files for the department so that records are up to date and information can be accessed readily.
  • Receive and greet internal and external visitors so that they are welcomed in an appropriate manner and their contacts are aware of their arrival.
  • Take minutes of meetings and circulate agendas so that contents of meetings are accurately recorded and circulated and participants and others informed.
  • Ensure all administration for the department (eg. post, stationery, etc.) is completed efficiently ensuring the smooth running of the office at all times.
  • Maintain diaries, arrange appointments, meetings, travel and accommodation as specified by the manager so that requirements are met.
  • Type standard letters and compose letters on routine matters as directed by the manager in order to effect the efficient running of the office and use of the manager’s time.
  • Screen incoming communications, answer routine questions, take messages and/or refer on to internal contact so that these are dealt with efficiently.
  • Act in accordance with security and operational instructions at all times to ensure the maintenance of security within the secure environment. (As required by secure establishments).


The Ideal Candidate:

Essential Skills:

  • Previous secretarial experience
  • Typing qualifications
  • Ability to use Word, Excel, PowerPoint & Outlook Email & Calendar

Personal Benefits:

  • Company pension scheme with employer contributions
  • Child care vouchers
  • Eye care vouchers - Free eye-tests/discounts for VDU users
  • Discounts from major providers of services like: O2 Mobile phone packages, Dell laptops, Budget car hire, British Gas, Super Camps (Ofsted registered school holiday childcare)
  • Corporate perks - discounts on high street shops and brands Access to Hospital Saturday Fund (HSF)

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 will be required to attend a Security Vetting Interview and achieve satisfactory Security Clearance. You must be eligible to work in the UK and must have been resident in the UK for a minimum period of 5 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.

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.


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Please Note: The application deadline for this job has now passed.


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