We have an exciting new job opportunity for an Assistant to Chief Inspector & Deputy Chief Inspector to join one of our government clients. This is a full-time temporary role for 3 months (possibility of extension)
This role for the first 2-3 weeks will be based more in the office due to training however once training is complete this will become 2 days in the office and the rest of the week working from home.
This role is working 37.5 hours per week, Monday to Friday generally 9am to 5pm and pay rate is £14.66 per hour.
For this role the Main duties and responsibilities will be:
- Manage Chief & Deputy Chief Inspector's diary and other Government Departments and external stakeholders. Act as first point of contact for the Chief & Deputy Chief Inspectors and proactively resolve diary conflicts. Organise a range of internal and external meetings, on behalf of the Chief & Deputy Chief Inspector and other senior leaders at the organisation. This will include assisting with preparing agendas, distributing meeting papers and following up action points as required.
- Manage HM Inspectorate of Prisons Inspection Programme and Allocations documents. This involves handling and storing appropriately Official Sensitive documents, crucial to delivering of HMIP's core functions. The post holder is required to continuously update the documents to reflect the allocation of seven Inspection teams across HMIP's Programme of Inspections. This also requires assisting the Chief & Deputy Chief Inspector in resolving allocation conflicts or requirements, identifying resource and communicating these changes with both internal colleagues and external partner organisations and stakeholders as required. Including creating IRP letters and sending inspection announcements. Liaise with Team Leaders to organise the preparation of IRP letters ready for review.
- Copy typing and minute taking - letters, bilateral notes, email messages them on behalf of the Deputy Chief Inspector and manage the DCI's filing system. The post holder is required to attend a range of internal and external meetings and produce an accurate minute. They will have the ability to summarise complex and sensitive information at a fast pace and to a high standard. Excellent writing skills are essential to this post. The ability to draft correspondence on behalf of the Chief & Deputy Chief Inspector, and other members of Senior Leadership, in the style of the organisation for review.
- Arrange Chief & Deputy Chief Inspector's travel - including car hire, hotels, flights. Ensure that the Chief & Deputy Chief Inspector's travel requirements are identified, prepared in advance and amended accordingly. Obtain the requirements of Inspection and Research teams and identify appropriate accommodation according to needs of the team and budget considerations. Book and file the accommodation, amending up to the Inspection as required.
- Act as secretary to the monthly Delivery Board meeting and provide secretariat support to chair and board members. The postholder will need to work alongside the Head of Secretariat and Deputy Chief Inspector to ensure the priorities of the Board are identified. As secretary to the Delivery Board the postholder is required to set appropriate agendas, collate and distribute meeting papers, maintaining action plans and following up requirements. Producing a detailed minute of the meeting and communicating actions within the organisation.
- Act as secretary to the quarterly Corporate Governance Board. The postholder will need to work alongside the Head of Secretariat and Chief Inspector to ensure the priorities of the Board are identified. As secretary to the Delivery Board the postholder is required to set appropriate agendas, collate and distribute meeting papers, maintaining action plans and following up requirements. Producing a detailed minute of the meeting and communicating actions within the organisation.
- Manage HMI Prisons' General Enquiries phone line on a rota system, working in collaboration with colleagues within the Secretariat. This involves receiving information, responding to enquiries and resolving queries from prisoners, family members of prisoners and other members of the public. The post holder is required to act as
Please be aware for this reference you need to be able to complete a DBS clearance and provide 3 years of references.