Document Ref.
HQ-JES-2067 Administrative Support Approvals and Compliance
Team v2.0
Document Type
Management
Version
2.0
Classification
Official
Date of Issue
15 June 2020
Status
Baselined
Produced by
Job Evaluation Assurance and Support Team
Authorised by
Reward Team
JD Evidence
HQ-JES-2067 Administrative Support Approvals and Compliance Team v2.0
Job Description
Job Title
Administrative Support - Approvals and Compliance Team
Directorate
Security, Order and Counter Terrorism
Band
3
Overview of the job
The Administration Support Adviser works as a member of the Approvals and
Compliance team located in Newport. This team is responsible for making
evaluative decisions in a range of substantial work areas on the suitability of
applicants to work within the Ministry of Justice and HMPPS, including NPS. It
contributes to the management of corporate risk in compliance with agreed policy
and procedures. Working closely with the Head of Security Vetting located in London
and Shared Services, as well as offering the opportunity to build relationships with
individuals and agencies across the criminal justice landscape.
Part of upscaling the work of this team requires additional administrative support.
This job will ensure that other team members can concentrate fully on their
responsibilities which should ensure this work can be delivered. The administrative
responsibilities and duties associated with this role will enhance the effective
functioning of this team as a whole.
Summary
This role will involve providing administrative support to this small team. This will
include information management, maintaining and updating spreadsheets, providing
regular data updates to other relevant parties and agencies, acting as a specific point
of contact for enquiries regarding the general business of the team and co-
ordinating meetings and training.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities and Duties
and duties:
Maintaining, updating and developing various spreadsheets associated with
this area of work.
Information management such as overseeing version control of manuals,
formatting documents, recording research papers etc.
Provide support to colleagues with the collation, formatting, presentation,
uploading and publishing of documents for internal and external
distribution.
Maintaining information management systems.
Providing regular information and data updates about participation and
completion of assessments and interventions to other stakeholders.
Liaising with stakeholders to receive data and information which is central
to the business of the team.
Assisting in the co-ordination of supervision, training, meetings and
procurement.
Sending information about our products when requested from staff within
HMPPS and external stakeholders.
Acting as a specific point of contact for initial enquiries regarding the work
of the team.
Produces information where required to adhere to timetabled reporting
schedules.
Monitoring that all work and business within the team is compliant with
existing policies.
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
alterations 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.
HQ-JES-2067 Administrative Support Approvals and Compliance Team v2.0
Behaviours
Changing and Improving
Making Effective Decisions
Managing a Quality Service
Delivering at Pace
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Experience
Technical
Requirements
Ability
Good organisational skills
Competent skills in using MS applications (e.g. ability to use and develop
Excel Spreadsheets including advanced functions such as pivot tables)
Good communication skills, both verbal and written
Accuracy is paramount
Ability to work independently and proactively
Is a team player with excellent interpersonal skills
Minimum Eligibility
All candidates are subject to security and identity checks prior to taking up post.
All external candidates are subject to 6
. 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
Leave Blank
(Unsocial Hours)
Allowances
To be used by the JES Team only
HQ-JES-2067 Administrative Support Approvals and Compliance Team v2.0
Technical
v2.0
Experience
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S
Approvals and Com
ritten
ount
ith excelent
Ability
unication skils,
Success Profile
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G
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applications (e.g. ability to use and develop Excel Spreadsheets
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G both verbal and w
Accuracy is param
Ability to w
and proactively
Is a team
interpersonal skils
inistrative Support
Adm
ended 4-8
m
-JES-2067
Strengths
Q
H
It is advised strengths
are chosen localy, recom
ecisions
proving
Behaviours
uality Service
aking Effective D
anaging a Q
elivering at Pace
Changing and Im
M
M
D