Workplace Wellbeing Co-ordinator

Organisational Level: First Line Management

Band: 5

Reporting to: Head of Business Assurance (or local equivalent)

Overview of the Job

The post holder is responsible for leading and coordinating the delivery of the local workplace wellbeing strategy, ensuring trauma-informed, evidence-based and proactive wellbeing practices are embedded across the organisation. They will act as the dedicated on-site lead for wellbeing, coordinating peer support delivery, post-incident support pathways, preventative wellbeing activity, and staff engagement initiatives in line with national HMPPS priorities and standards.

The role provides specialist advice to the Governor, Senior Management Team, Line Managers and Staff, ensuring consistent, ethical and professional delivery of workplace wellbeing interventions, including peer support, TRiM, hot debriefs, reflective practice, induction and attendance-related support. The post holder acts as a single point of contact for the Staff Support and Wellbeing Lead (SSWL), HR, and regional/national wellbeing governance structures, ensuring that local delivery is aligned, quality-assured, and contributes to national consistency across the estate.

Job Summary

The Workplace Wellbeing Co-ordinator leads the implementation of the establishment’s Staff Wellbeing Plan, delivering both preventative and responsive wellbeing interventions. They will coordinate peer support programmes, ensure the quality and governance of wellbeing activity, collect data, report against national frameworks, and maintain strong working relationships with internal and external partners.

They will deliver a professionalised wellbeing support offer that enhances staff morale, engagement, psychological safety and organisational culture.

Responsibilities, Activities and Duties

• Lead the development, delivery and tracking of the establishment’s Wellbeing Strategy and annual Wellbeing Action Plan.
• Provide regular wellbeing insights to the SMT, highlighting risks, trends and recommendations for preventative action.
• Work with managers to identify local stressors and contribute to improvement plans that strengthen culture, engagement and retention.
• Promote inclusive, trauma-informed working practices, modelling behaviours that support a positive staff environment.

Peer Support Programme (Aligned to future National Refresh)

• Lead, coordinate and quality-assure all peer support programmes within the establishment.
• Ensure peer support operates within national standards, scope, boundaries and ethical frameworks.
• Oversee recruitment, vetting, training, competency assessments and ongoing CPD for peer supporters.
• Provide or coordinate regular reflective practice and skills refresh opportunities for peer support volunteers.
• Maintain accurate, secure records of peer support activity in line with confidentiality and data protection requirements.
• Act as the local point of contact for regional/national peer support governance and reporting.

Post-Incident Care and Trauma Response

• Coordinate the post-incident support pathway, ensuring timely triage, contact, allocation and follow-up.
• Deliver or coordinate TRiM assessments as a qualified TRiM Practitioner and ensure appropriate planning of follow-up assessments.
• Lead delivery of hot debriefs and post-incident care activity in collaboration with operational colleagues.
• Maintain availability and oversight of peer support and TRiM rotas to ensure resilience and continuity.
• Provide trauma awareness advice to managers, HR and incident commanders.

Training, Awareness and Capability-Building

• Deliver Wellbeing Training Interventions, trauma-awareness sessions, Co-ordinate People Manager Essentials wellbeing components and induction for new starters.
• Co-deliver other estate relevant sessions, and/or specialist wellbeing training for small units/teams.
• Provide education on trauma-informed practice, psychological safety and supportive line management practices.
• Promote and explain external and internal support offers (e.g., OH, EAP, Staff Networks, Carers and Disability Passports etc).

Attendance and HR Support

• Work alongside HRBPs to provide guidance to line managers on attendance management, ensuring consistent, timely and supportive case progression.
• Support managers with return-to-work conversations, phased return planning, OH referrals and early intervention approaches.
• Provide wellbeing-centred advice to newly promoted managers on people-management responsibilities.

Engagement, Communication and Local Staff Support

• Act as the single point of contact for the wellbeing mailbox, ensuring timely, confidential and supportive responses.
• Coordinate wellbeing events, campaigns and the local wellbeing calendar.
• Strengthen staff relationships through presence, visibility, active listening and effective signposting support.
• Provide continuity during periods of manager absence or low staffing to maintain staff contact and support.

Data, Reporting and Governance

• Collect, analyse and report wellbeing activity data (including training delivery, incident support, peer support interactions and training).
• Provide required data to SSWLs, regional governance or national assurance mechanisms.
• Maintain local audit trails and documentation in line with policy.
• Identify good practice and share learning with other establishments to support national consistency.
• Engage in and help facilitate any evaluation projects. Partnership and Stakeholder Working

Partnership and Stakeholder Working

• Maintain strong working relationships with SSWLs, HR, H&S, operational leaders, Staff Networks, EAP, OH, chaplaincy, healthcare and voluntary services.
• Ensure joined-up delivery between wellbeing functions, HR, safer custody, Equalities and People function activity.
• Actively participate in wellbeing networks, CPD and national or regional wellbeing communities of practice.

Behaviours

• Communicating and Influencing
• Developing Self and Others
• Managing a Quality Service
• Working Together

Strengths

4–8 selected locally depending on establishment needs

Experience

• Strong organisational, planning and prioritisation skills.
• Experience delivering presentations, training or group facilitation.
• Experience of managing sensitive information and maintaining confidentiality.
• Experience in analysing information to inform decision-making and improvement.

Technical Requirements

• Excellent communication and interpersonal skills.
• Ability to facilitate sensitive, trauma informed- discussions.
• Proficient in Microsoft Office.
• Willingness to undertake (and maintain) required wellbeing, TRiM and peer support training.

Additional Information

You will need to undergo and clear pre-employment checks. This will include His Majesty’s Prison and Probation Service Enhanced Level 2 vetting, and due to the security status of HMP Woodhill Counter-Terrorism Check (CTC vetting) is also required.

Proof that you have been a resident in the UK for the last 3 years is needed to complete the CTC vetting process. The residency requirements refer to the period immediately before an application is made, and not any other three-year period, or any other accumulation of time spent in the UK. If you cannot provide proof of 3 years residency, you are not eligible to apply for this role.

However If you have been out of the country for a significant period of time (usually up to one year) and maintained your UK residency you may still be considered for vetting clearance. For example:

• spent a significant period of time overseas without returning to the UK, but intend to return in the future
• taken a gap year before or following university
• travelled for a year
• spent time overseas visiting family

This is not an exhaustive list.

Candidates must be able to provide correct and up to date documentation when requested during the application process.

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on "modernised" terms in their current post or onto "unmodernised" MoJ terms if they are on "unmodernised" terms at their current post. Details will be available if an offer is made.

Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS’ Flexible Working policy.

If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.

The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment.

-The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.

Bank, Public and Privilege Holidays

-You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment

Pension

-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.

Work Life Balance

HM Prison & Probation Service(HMPPS) is keen to encourage alternative working arrangements. Work Life Balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ

Season Ticket Advance

-After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work

Training

HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes.

There are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts.

All staff receive security and diversity training and an individual induction programme into their new roles.

All candidates are subject to security and identity checks prior to taking up post.

All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS.

All staff are required to declare whether they are a member of a group or organisation which the HMPPS considers to be racist.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles .Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

• To the Civil Service Commission (details available here)

As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.

For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos.

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces. For further details about the initiative and eligibility requirements visit:

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

Civil Service Nationality Rules

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.

500

Interview stage assessments

Interview Dates

To be confirmed

Behaviours

• Communicating and Influencing
• Developing Self and Others
• Managing a Quality Service
• Working Together

Other Assessments

Which assessment methods will be used?

Presentation

Level of security checks required

DBS Standard

Counter Terrorism Check (CTC)

Use of Artificial Intelligence (Al)

Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.

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