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Project Delivery

Administrative Officer – 47257
£19,531 - £21,713
Warrington

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We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

This vacancy is for a General Admin Officer position. Please refer to the General Admin post Responsibilities/Activities/Duties/Essential Experience/Ability in the job description below for more details.

You will be working within a small, friendly Admin team providing essential administrative support to various teams within HMPPS Co-Financing (CFO) on the CFO3 and Activity Hubs projects, working from the CFO main office in Daresbury Park, Warrington. You will have excellent administration, organisational and communication skills bringing your own experiences and personality to enrich the group within a larger friendly, sociable and accomplished department. As part of the team you will be supported throughout and your individual talents will be recognised and utilised, as well as up-skilling you in any areas you would like to improve.

The HMPPS Co-Financing (CFO) programme delivers essential complimentary resettlement services in prison and in the community. The aim is to help those unable to access mainstream provision take the first essential steps in their resettlement journey. With a proven record in delivering a reduction in re-offending, the CFO programme is an interesting and dynamic place to work and you will be joining at an exciting time as we have recently launched a new CFO Activity Hubs project to run alongside the CFO3 project, which started in 2015.

Working at Daresbury Park in Warrington (WA4 4HS) offers excellent links to both Liverpool, Manchester and Cheshire by car (with free parking on site) with the office situated next to the M56, Junction 11. There are good rail links to Runcorn from Liverpool and Manchester. We offer flexible working hours (with time off in lieu), opportunities to work from home and a generous holiday allowance included as standard.

If you have any questions/queries regarding this vacancy please contact the CFO Admin team for assistance: CFO-Admin@justice.gov.uk

Overview of the job

HMPPS Co-Financing Programme is a large-scale national employability programme working across all Prisons, National Probation Service (NPS) and Community Rehabilitation Companies (CRCs). The joint funding structure of the programme necessitates dual governance arrangements to satisfy requirements of both HMPPS and the European Union (EU). The programme combines activity, funding and governance across all programme delivery areas for HMPPS and as such is worth around approximately £260 million of Contracts and Match Funding.

The post falls under HQ but is based in the North West (Daresbury Park, Warrington).

To work 100% on ESF funded projects.

Summary

Post holder will be assigned to either a General Admin Officer post or a Service Desk Officer post and will work to either the Admin Manager or the Service Desk Manager as appropriate.

The roles are interchangeable and both require 20% cover of the secondary role when necessary.

This is a non-operational job with no line management responsibilities.

Responsibilities, Activities and Duties

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

General Admin Post

  • Responsible for delivering a broad range of administrative tasks calling for knowledge of policies and procedures appropriate to the area of work, following CFO Admin Guidelines and procedures.
  • Provides a first line response to telephone calls to the department and directs callers as appropriate to the relevant member of staff.
  • Organises meetings as requested, coordinates the agenda, papers, attendees and equipment requirements and take minutes/action points of the meetings.
  • Responsible for organising security clearances and face to face checks (vetting) of new staff as and when required. Adhering to HMPPS policy.
  • Maintains the central filing system, in line with CFO guidelines.
  • Provide support to colleagues with the collation, formatting, presentation, uploading and publishing of documents for internal and external distribution in hard and soft copy.
  • Distributing and dispatching the post. Franking of outgoing post, including special/registered/recorded delivery/TNT delivery as and when required. Keep a record of daily expenditure and arrange for top ups to the franking machine.
  • Responsible for processing procurement requests and paperwork, using IPROC and for ensuring that goods received are receipted correctly.
  • Produces information where required to adhere to time-tabled reporting schedules.
  • Access the Admin Functional Mailbox regularly and action the emails or redirect as appropriate.
  • Organise travel and hotel accommodation for colleagues using appropriate booking arrangements and subject to prior authorisation.
  • Oversees stocks of stationery and other consumables used within the area of work and ensures items are available by colleagues as appropriate.
  • Maintains a weekly log of staff movement.
  • Record pool car mileage and the quantity of fuel used and complete a monthly return and send to Fleet Support.
  • May hold a credit card and have delegated authority for procuring low value items on behalf of the area of work up to a designated expenditure limit.
  • May be responsible for amending staff lists for staff either joining or leaving the area of work.
  • To be able to demonstrate an awareness of the national, local policies and strategies with regard to race relations, equal opportunities, and disability awareness and anti-bullying.
  • Provide 20% cover to the Service Desk team once trained at line manager’s request.
  • Any other duties requested by line manager.

Service Desk Post

  • Provides a first line response to telephone calls to the Service Desk and books all calls correctly using the software.
  • Monitors the Service Desk in box and ensures all telephone calls and emails are responded to within the correct timeframe as set out in the SLAs.
  • Set up new CATS+ user accounts for staff and providers, ensuring all correct processes are followed and all correct security issues are adhered to, including checking NUA3 forms are accurate and up to date.
  • Provide full customer support for all CATS+ issues for all internal and external customers.
  • Work as part of a team ensuring all duties on the Service Desk are covered in line with the weekly rota. Highlight any short falls or problems to Service Desk Manager.
  • Ensure all sensitive information is communicated in a safe and secure manner using only secure email addresses. Check security information with callers before proceeding with the call.
  • Process Enrolments and Achievements in line with guidance outlined in the CATS+ documents.
  • Assist in the production and amendment of all Service Desk processes.
  • Maintain own knowledge of all updates and changes to CATS+ documentation.
  • Ensure all assets are correctly recorded on asset database and disposed of following the appropriate processes.
  • Bring any security breaches to the immediate attention of the Service Desk Manager and ensure they are correctly recorded and escalated in the appropriate manner.
  • Log all new course requests onto a spreadsheet and check with the awarding body that they are accredited and cover the correct number of hours. Pass the information to the Service Desk Manager in time for the monthly approval meeting.
  • Maintain scanner database and ensure the monthly returns from prisons are received to confirm scanners are in correct location and working order. Record information onto a spreadsheet.
  • To be able to demonstrate an awareness of the national, local policies and strategies with regard to race relations, equal opportunities, and disability awareness and anti-bullying.
  • Provide 20% cover to Admin team once trained at line manager’s request
  • Any other duties requested by line manager.

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.

Behaviours

  • Managing a Quality Service
  • Making Effective Decisions
  • Working Together
  • Delivering at Pace
  • Changing & Improving
  • Communicating & Influencing

Essential Experience

  • Experience of working in a busy office environment working to changing/ competing deadlines/priorities (desirable)

Ability

  • I.T. skills in Microsoft Office (Word, Excel, PowerPoint)
  • Good articulate communication skills, both verbally and written – accuracy is paramount above speed
  • Ability to communicate at all levels of the organisation
  • Ability to work independently and pro-actively
  • Team player with excellent interpersonal skills

Additional Information

Interview dates TBC. Interviews will be held on site at the CFO office in Warrington (Frist Floor, 1100 Daresbury Park, WA4 4HS).

Candidates that pass the sift and progress to the next stage of the recruitment process, will be notified of interview arrangements in due course.

Candidates invited to interview should have the relevant ID/Right to Work/Proof of address documentation (originals not copies) for inspection/verification on the day. Failure to produce these on the day may delay your application if successful.

The successful candidate will be required to gain CTC /SC clearance once in post.

Working Arrangements & Further Information

Some of MoJ’s, including HMPPS, 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 working hours for this post are 37 hours per week excluding breaks which are unpaid.

If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.

The Loan/Secondment is subject to the approval of the selected candidate’s Business Unit, which should be obtained before confirmation of appointment.

Benefits

Annual Leave

-The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.

Bank, Public and Privilege Holidays

You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment

Pension

-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.

Work Life Balance

-HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ

Season Ticket Advance

-After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work

Childcare Vouchers

For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers

Training

-HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes

-There are opportunities to access promotion programmes and HMPPS provide a variety of training appropriate to individual posts

-All staff receive security and diversity training and an individual induction programme into their new roles

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 considers to be racist

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 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

1- To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am – 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);

2- To Ministry of Justice Resourcing (resourcing-services@justice.gov.uk);

3- To the Civil Service Commission (details available here)

The Civil Service embraces diversity and promotes equal opportunities. 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 SSCL Recruitment Enquiries Team.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.