Head of Group

Reward Team

Job Title

Regional Administrative Officer

Directorate

Regional PS Divisional HQ

Band

2

Overview of the job

This is a divisional administrative role based in the PS regional office. The job holder reports to the Divisional Support Hub Manager and supports the provision of business specific and transactional office based activities across the regional PS Division.

The job holder works collaboratively with other team members to provide the whole range of administrative support services required. The job holder may be expected to support a number of teams/functions within the operational area and is expected to have sufficient knowledge of at least one other role to be able to offer support and cover during annual leave and sickness absence.

Summary

The purpose of the role is to support the delivery of divisional administrative functions to ensure efficient and effective business support services are provided to the PS Division. Duties will include:

• Production of documents and reports using computer based systems.

• Maintenance of and contributing to the continuous improvement of

administrative systems, processes and workflows to meet Divisional requirements.

Responsibilities, Activities & Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

Business Services support

Provide a full range of support services to the PS Division, which will include the provision of a broad range of administrative functions as determined by the Divisional Support Hub Manager but which may include:

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HR

o

o

o

o

o

o

o

ICT

o

o

o

Absence management recording

Vetting administration and co-ordination

Appraisal, reward and recognition recording

Gift & Hospitality register updating

Training administration

Maintaining up to date divisional organisational charts

Health & Safety administrative support

Change requests processing

Local information management using established Probation systems

Quantum point of contact

Procurement

o

I-Proc (requests)

Other

o

Assisting with the design, development and maintenance of computerised

and manual records

o To work closely with the local senior management team to ensure that

consistent processes are used within the local Probation teams

o Assisting with the production of core process maps which detail operational

Probation processes as well as Corporate Support processes

o

o

o

o

Processing and recording documents in relation to goods and services

Administering room bookings, meetings and events

Responding to external and internal telephone enquiries and personal callers

Hire Car Booking administration

o

o

o

o

o

o

o

o

General Office Administration

Handling printing requests

Circulating Alert office notifications as required

To use keyboard skills to produce and present documentation effectively

To respond to correspondence and queries as required

To record, supply and retrieve accurate data from computerised systems and

provide management information to strict deadlines

To organise and store efficiently paper based information

To deal with sensitive and confidential data in accordance with data

protection requirements

o To work closely with Shared Services to ensure appropriate protocols and

procedures are followed

Use communication effectively

• Providing information, feedback and advice

• Influencing and persuading

• Participate in meetings where appropriate

• Using appropriate skills, styles and approaches

Enhance your own performance

• Manage own resources and professional development

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alternations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.

Behaviours

• Changing and Improving

• Leadership

• Working Together

• Managing a Quality Service

• Delivering at Pace

Strengths

It is advised strengths are chosen locally, recommended 4-8.

Essential Experience

• Experience of providing a wide range of business service support activities

• Previous administrative experience

Technical requirements

• NVQ Level 2 or equivalent, and RSA III (gained or working towards) or equivalent

qualification such as CLAIT Advanced

• IT Skills: Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e.

Lotus Notes)

Ability

Minimum Eligibility

• 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 HMPPS consider to be racist.

Hours of Work (Unsocial Hours) Allowances