PS Job Description (JD)
PS Band 2
Directorate: Probation Service / Regional HQ
Job Description: Regional Administrative Officer
Document Ref.
PS-JES-0011 Band 2 Regional Administrative Officer v3.0
Document Type
Management
Version
3.0
Classification
Official
Date of Issue
26 October 2021
Status
Baselined
Produced by
Head of Group
Authorised by
Reward Team
JD Evidence
PS-JES-0011 Band 2 Regional Administrative Officer v3.0
PS Job Description
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,
The job holder will be required to carry out the following responsibilities, activities
Activities & Duties
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:
• HR
o Absence management recording
o Vetting administration and co-ordination
o Appraisal, reward and recognition recording
o Gift & Hospitality register updating
o Training administration
o Maintaining up to date divisional organisational charts
o Health & Safety administrative support
• ICT
o Change requests processing
o Local information management using established Probation systems
o 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 Processing and recording documents in relation to goods and services
o Administering room bookings, meetings and events
o Responding to external and internal telephone enquiries and personal callers
o Hire Car Booking administration
PS-JES-0011 Band 2 Regional Administrative Officer v3.0
o General Office Administration
o Handling printing requests
o Circulating Alert office notifications as required
o To use keyboard skills to produce and present documentation effectively
o To respond to correspondence and queries as required
o To record, supply and retrieve accurate data from computerised systems and
provide management information to strict deadlines
o To organise and store efficiently paper based information
o 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
• NVQ Level 2 or equivalent, and RSA III (gained or working towards) or equivalent
requirements
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
PS-JES-0011 Band 2 Regional Administrative Officer v3.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8.
NVQ Level 2 or equivalent, and RSA III
Experience of providing a wide
(gained or working towards) or
Changing and Improving
range of business service support
equivalent qualification such as CLAIT
activities
Advanced
IT Skills: Microsoft: Word, Excel,
Outlook, and
Leadership
Previous administrative experience
PowerPoint (or equivalent i.e. Lotus
Notes)
Working Together
Managing a Quality Service
Delivering at Pace
PS-JES-0011 Band 2 Regional Administrative Officer v3.0