Administration / Corporate Support
Administration Officer – 41560
£18,463 - £22,257
We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. To find out more about how we champion diversity and inclusion in the workplace, visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity
Remote working an option, subject to discussion.
Working hours 0.5, Monday, Tuesday & Wednesday
Overview of the job
This is a divisional administrative role based in the NPS 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 NPS 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.
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 NPS 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 NPS 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:
- 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
- I-Proc (requests)
- Assisting with the design, development and maintenance of computerised and manual records
- To work closely with the local senior management team to ensure that consistent processes are used within the local Probation teams,
- Assisting with the production of core process maps which detail operational Probation processes as well as Corporate Support processes.
- 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
- 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
- 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.
- Changing and Improving
- Working Together
- Managing a Quality Service
- Delivering at Pace
- Demonstrate experience of providing a wide range of business service support activities, and demonstrate previous administrative experience
- NVQ Level 2 or equivalent, and RSA III (gained or working towards) or equivalent qualification such as CLAIT Advanced
- Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e. Lotus Notes)
Working Arrangements & Further Information
Standard working hours are 37 hours per week excluding breaks which are unpaid.
The MoJ offers a range of benefits:
Annual leave is 25 days on appointment and will increase to 30 days after ten years’ service.
There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.
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.
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
- 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 any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
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.
All candidates are subject to security and identity checks prior to taking up post
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.
The Civil Service embraces diversity and promotes equality of opportunity.
There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.