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General Information

Salary
£26,475 - £31,650 pro-rata
Working Pattern
Part Time, Part Time/Job Share, Flexible Working
Vacancy Approach
External
Location
Fareham
Region
South Central
Closing Date
06-Mar-2026
Business Unit
NPS South Central Corporate Services (2021)
Post Type
Fixed Term, Detached Duty, Loan
Civil Service Grade
Other
Number of jobs available
1
Reserve List
12 Months
Job ID
14826

Descriptions & requirements

Job description
This Senior Administrative Officer vacancy is a position within the Corporate Services team, which will provide support to the Estates Business Manager and colleagues within the HMPPS regional Health & Safety team. This is a new role offered as a Fixed-term contract with the possibility of becoming a permanent position. The responsibilities and requirements of the role are as followed-

Health and Safety
  • Manage the PeopleSafe regional administration, including new starter device allocation, extract adhoc reports from Nexus (when required), assist in management of any user changes and guidance, and tracking of all office escalation routes and procedures.
  • Manage the ongoing Cardinus work held by the CS hub- data cleanse and quality assure against any leavers, movers and new starters. Manage comms to business area managers on outstanding training or action completion required.
  • Oversee and track the first aid trained staff across the business areas and offices, in line with each building's 'First aid needs assessment'. Assist with the management of ongoing first aid training courses and record of certification.
  • Manage the accurate record keeping of current Safe Working Practice Documents and GRAs for the region's buildings on the dedicated Onestop page.
  • Oversee the ongoing Health and Safety KPI work held by the CS hub to ensure business areas update Sphera accordingly before KPIs are extracted each month.
  • Oversee accurate record keeping of Sphera incidents and file all H&S incident reports in the relevant regional folders.
Estates
  • Manage a regional FM work order tracker, covering all South Central sites, where we have our MOJ FM in place. Track and manage all regional works orders which have been escalated, communicating with site and MOJ Area Property Managers as and when needed.
  • Attend meetings in the Estates Business Manager's absence. This includes( but is not limited to) Building User Group Meetings, Health and Safety Meetings.
  • Track all pre-start meetings dates, start dates and completion dates of any FM Project works (pre-planned and unplanned).
  • Support the Estates Business Manager with any required administrative tasks.
Requirements
  • Be willing to complete IOSH managing H&S training.
  • Be willing to travel to regional sites if and when required.
  • Possible line management responsibilities
(Please note this is not exhaustive and other responsibilities may be required, which fall within the Senior Administrative Officer role within the Corporate Services team).
Additional Information

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.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service, plus public holidays. Leave for part-time and job share posts will be calculated on a pro-rata basis

Pension

The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF).  Please visit www.gmpf.org.uk for further information.

Please note: Any current Civil Servant who is a member of the PCSPS, by accepting an offer of employment to the National Probation Services will be opted out of the PCSPS and auto enrolled into the Local Government Pension Scheme.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender.

Eligibility

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

Support

  • A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
  • Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
  • For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.GOV.UK or Childcare Choices.  You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

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

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.

Diversity & Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.

A Great Place to Work for Veterans

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: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

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) https://www.gov.uk/settled-status-eu-citizens-families
  • 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

Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules

Reserve list

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

Contact Information
 

MoJ:

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail SCHub_recruitmentandsupport@justice.gov.uk

Please quote the job reference: 14826

HMPPS

If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail SCHub_recruitmentandsupport@justice.gov.uk

Please quote the job reference: 14826

Application form stage assessments

Behaviours
Behaviours Application Form Question Word Limit
250
Delivering at Pace
Making Effective Decisions
Seeing the Big Picture
Working Together
Experience
We will assess your experience for this role via the following methods
Statement of Suitability
Evidence of Experience
Statement of Suitability

Interview stage assessments

Interview Dates
Interviews expected to be held end of March 2026
Behaviours
Changing and Improving
Delivering at Pace
Making Effective Decisions
Seeing the Big Picture
Working Together
Strengths
Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here.
Level of security checks required
DBS Standard

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.