23401 - Support Services Administration(SSA) : Business Hub - HMP Swaleside

The Ministry of Justice is inviting applications for a Band 2 Support Services Administration role within the Swaleside establishment, based in Sheerness, Kent. It’s a full-time, permanent post at Civil Service Grade AA, with a salary of £25,409 per year. The role sits in the Business Hub and is normally on-site, with hybrid working possible where the business needs allow. This would suit someone who prefers stable, structured office admin work and wants to contribute to a busy prison setting without line-management duties.

Swaleside is the focus for this vacancy, which sits in the Kent, Surrey & Sussex region. The posting is externally recruited, and there is one position available. The closing date for applications is 02-Nov-2026, with a reserve list held for up to 12 months.

A day in the life at the Business Hub

On a typical day, you’ll be the first point of contact on the switchboard, guiding callers to the right people and passing along messages. You’ll also manage the flow of mail, handling prisoner correspondence daily to keep it secure and distributed to the appropriate recipients, while coordinating staff mail and any outgoing prisoner or staff post. In addition, you may handle faxes and assist with transcription or copy typing if you have the qualified skills, ensuring important documents are kept securely in hard copy or electronic form.

Paperwork and records form a core part of the job. You’ll maintain orderly filing for your area and respond to queries by directing them to the right team. You’ll process Chaplaincy paperwork, including prisoner applications and arranging visits, and you’ll act as a communications hub within the establishment, prioritising and routing information to the correct contacts. The duties described reflect the post as it stands but aren’t meant to be exhaustive; you’ll be expected to take on reasonable changes and additional tasks as needed.

Speaking and listening in English is a key part of the role, and where applicable in Wales, Welsh may be used as well. The team values clear communication and a willingness to work closely with others to keep a high-quality service running every day.

Must-have requirements, then nice-to-haves

• Ability to operate a switchboard and manage incoming calls while keeping messages accurate and confidential
• Experience with handling and distributing prisoner mail daily, and coordinating the mailing of staff correspondence
• Filing discipline and the ability to keep documentation secure, with copy typing support if you’re a qualified typist
• Clear spoken English, with Welsh language ability if you’re applying in Wales

• Typing proficiency or formal typing qualifications that would enhance your performance
• Experience in an administrative role within a prison or similar establishment
• Familiarity with processing Chaplaincy paperwork or related administrative tasks

Pay, benefits and practical details

The role pays £25,409 per year and follows a 37-hour working week. It is a permanent position located in the Swaleside establishment, Sheerness, within the Kent, Surrey & Sussex region. The vacancy is advertised externally, with one post available and the Civil Service Grade AA. The closing date is 02-Nov-2026, and a reserve list may be held for up to 12 months.

The MoJ offers hybrid working where business needs allow. This is an informal, non-contractual form of flexible working that blends your base location, other MoJ sites and/or from home, though some roles will not be suitable for hybrid working. National arrangements place you at a MoJ office location after pre-employment checks, and arrangements will be discussed and agreed with the successful candidate. Standard full-time hours are 37 per week, excluding unpaid breaks. There are opportunities for part-time, flexible and job-sharing patterns where the role and business needs allow it.

Beneficiary programs include annual leave (holiday entitlement and how it’s calculated), nine bank, public and privilege holidays, and a choice of pension schemes. Work-life balance is supported through flexible working options and training opportunities. After two months of service, staff may apply for a season ticket advance, and there are childcare voucher considerations when moving within the Civil Service. Training is a continuous priority, with programs covering Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention, and Anti-Bullying initiatives, along with induction and ongoing development opportunities. Eligibility for security and identity checks is standard, with probation requirements for external hires. The Civil Service code governs conduct, and there are diversity and inclusion initiatives aimed at broad recruitment and retention. A redeployment interview scheme may apply to eligible staff, and nationality rules determine who can apply, with sections covering UK, Irish, Commonwealth, EU/EEA and Turkish nationals among others.

Advice for applicants

Lead with the admin backbone of the role when you craft your resume. Put front and center any experience running a switchboard, handling prisoner and staff mail, and maintaining secure filing systems. If you’ve got typing skills, note any formal qualifications or part-time roles where you performed copy typing or transcription.

When you describe your must-have capabilities, anchor them to concrete outcomes. For example, mention times you directed calls to the right teams, ensured mail was securely stored, and kept accurate records that could be retrieved quickly. If you have English-language experience or Welsh language skills, share how you used them in high-security or regulated settings to keep communications precise.

Prepare for interviews by outlining how you’ve worked with colleagues to deliver a high-quality service, how you’ve managed sensitive information, and how you’ve supported administrative tasks in a shared, secure environment. You’ll be assessed on Working Together and Managing a Quality Service, so have short examples ready that show collaboration and a commitment to accuracy and discretion. Strengths will be assessed, so be ready to discuss how your strengths align with this role.

Think of a thoughtful question to ask at the end of your interview. You could ask about how hybrid working is implemented in this establishment, what training paths are available to build your admin skills, or how the team prioritises mail processing alongside other administrative tasks.

How to apply

If you need assistance during the application process, you can reach the MoJ recruitment team at 0345 241 5359 (Monday to Friday 8am - 6pm) or via [email protected]. Please quote the job reference 23401.

For HMPPS support, you can call 0345 241 5358 (Monday to Friday 8am - 6pm) or email [email protected], and again quote job reference 23401.