We have a fantastic opportunity for you to join our client, Northern Ireland Civil Service, based in Lisburn as a full-time Admin Officer
Rate of Pay: £13.75 with an Environmental Allowance (Weekly £31.84 - Monthly £152.83)
Start Date: As soon as possible
Hours: Monday to Friday 9am-5pm (flexible working hours available)
Hybrid working is currently being considered and, if agreed, would only become available once full training has been completed.
Job Duties:
To provide comprehensive administrative and operational support within the Security Office, contributing directly to the safe and secure operation of Maghaberry Prison. The postholder is responsible for coordinating complex security processes, managing highly sensitive and confidential information relating to all prisoner categories, including Category A prisoners, maintaining security records and intelligence systems, and supporting intelligence-led security activity.
The role requires a high degree of judgement, discretion and autonomy in responding to operational demands within a challenging and highly regulated environment.
Current Main Duties and Responsibilities
Managing Security Information and Records
- Manage and maintain a wide range of highly sensitive and confidential security information relating to prisoners, including Category A prisoners, staff, visitors and contractors, ensuring compliance with Northern Ireland Prison Service policies, information assurance requirements and relevant legislation.
- Record, collate, analyse and maintain Security Information Reports (SIRs), intelligence records, security files and associated databases, ensuring information is accurate, secure and available to support operational decision-making.
- Administer and maintain electronic and manual record management systems, including TRIM, PRISM and other security databases, ensuring robust governance and information management controls are in place.
- Manage access controls and permissions relating to security information systems, ensuring appropriate levels of access are maintained and regularly reviewed.
- Manage, assess and process highly sensitive intelligence material received from a range of sources, including PSNI intelligence reports and information received from external law enforcement and criminal justice partners, ensuring compliance with intelligence handling procedures, information assurance standards and NIPS security protocols.
Security Investigations and Incident Administration
- Coordinate the preparation and management of Preliminary Investigation Packs (Pre-Lims), ensuring all relevant information, reports, CCTV footage, Body Worn Video evidence and supporting documentation are accurately collated and processed within required timescales.
- Monitor and track investigations, ensuring outstanding actions are progressed and appropriate records maintained.
- Provide information and evidential material to Governors, Prisoner Ombudsman Investigators, Prison Service Units, Claims Units and other authorised bodies as required.
- Ensure the quality, accuracy and completeness of security-related records that may be used in formal investigations, disciplinary proceedings or legal processes.
- Provide administrative support during critical incidents, maintaining accurate incident logs, records and documentation to support operational decision-making, post-incident reviews and organisational learning.
Visits and Security Restrictions Administration
- Coordinate the administration of visits-related incidents which may result in restrictions, closed visits or further investigation.
- Prepare and maintain all associated documentation, correspondence and records, ensuring compliance with policy and procedural requirements.
- Liaise with Headquarters, operational staff and visit booking teams regarding restrictions, closed visits and associated security measures.
Security Clearances and Access Management
- Administer security clearance processes for staff, visitors, contractors and external personnel seeking access to the prison establishment.
- Process and monitor Counter Terrorist Check (CTC) and Security Check (SC) applications, ensuring records are maintained accurately and all security requirements are met.
- Maintain records relating to temporary access, security clearances and approved items, exercising judgement when identifying issues requiring escalation or further scrutiny.
Prisoner Risk Management and Security Reviews
- Coordinate and administer prisoner security reviews, including Category Review processes, threat assessments and associated risk-management documentation.
- Prepare review documentation and briefing materials for management consideration, ensuring information is accurate and submitted within required timescales.
- Support local security assurance processes through the maintenance and review of security records and operational statistics.
Communication and Stakeholder Engagement
- Act as a key point of contact for security administration matters, responding to enquiries from operational staff, senior management, Headquarters, criminal justice agencies, contractors and external stakeholders.
- Manage the shared Security Office mailbox, handling a high volume and wide variety of enquiries, prioritising urgent requests and ensuring timely and accurate responses.
- Deal daily with face-to-face and telephone enquiries from operational staff, providing advice and guidance on security processes, procedures and information requirements.
- Develop and maintain effective working relationships with internal and external partners to support the delivery of security objectives and business requirements.
- Provide advice and guidance on security administration procedures, information management requirements and associated processes.
Managing a Quality Service
- Produce and analyse reports, statistical returns, management information and briefing papers to support operational planning and decision-making.
- Conduct quality assurance checks and compliance reviews to ensure security administration processes are completed accurately and consistently.
- Contribute to the development and improvement of administrative systems, procedures and working practices to enhance service delivery and operational effectiveness.
Delivering at Pace
- Independently plan, organise and prioritise workloads across multiple security functions to meet operational deadlines within a demanding and high-risk environment.
- Exercise sound judgement and discretion when dealing with sensitive information, competing priorities and complex operational issues.
- Provide resilience across all Security Office functions, ensuring effective cover is maintained during periods of absence, annual leave and operational pressures, supporting business continuity and the uninterrupted delivery of critical security services.
Responsibility Statement
The Security Office operates with a small administrative team responsible for delivering support across all security functions within Maghaberry Prison. Postholders are required to work with a significant degree of autonomy, managing highly sensitive intelligence, security and prisoner-related information, including Category A prisoners and intelligence reports received from PSNI and other external agencies. The role requires the exercise of professional judgement, discretion and accountability, as failures or delays in the management of intelligence, security information, investigations, critical incidents, vetting processes or risk-management procedures could have significant implications for prison security, public protection and the reputation of the Northern Ireland Prison Service. Postholders are also responsible for maintaining business continuity across all Security Office functions, ensuring critical services continue to operate effectively within a demanding and high-risk environment.
Essential Criteria:
- Must have 5 GCSEs including Maths & English - certificates required
*An Access NI will be required for this role*
Interested? Click apply now to join our admin team!
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