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Administration / Corporate Support

BA New Colleagues Lead Administrator – 67107
£24,067 – £25,342
Stoke-on-Trent

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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.

Overview of the job

The New Colleagues Lead Administrator will be situated within the People Hub at the establishment. The post holder will function as an ally to new and pending joiners, in particular Prison Officers. They will put processes in place to provide equipment, access to Information Technology and provide general orientation, as well as providing practical support – like meeting new staff at the gate. They will also assist with the facilitation of a buddying scheme via the in-vision system.

The specific duty of the job holder is to provide support for all new recruits in the establishment.

Summary

The job holder will provide administrative support ensuring that all new staff are supported through the establishment on-boarding processes led by the People Hub Manager.

The key objective of the role is to ensure that new recruits have a supportive and smooth onboard experience into their new working environment, providing ongoing guidance and support.

A key measurement for success in the role will be a noticeable uplift in new staff retention, ensuring they feel supported and valued.

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

Responsibilities, Activities and Duties

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

•    Obtain information about potential new staff following successful completion of the recruitment process and prior to employment procedures being completed.
•    To maintain contact with the individual as a point of contact and information and helping them to prepare for their new role.
•    Facilitate a local buddy scheme, working with Invision where required, to ensure all new colleagues have a buddy.
•    Ensure arrangements are made to meet and welcome new colleagues on their first day and after early residential foundation training.
•    Liaise and work with the People Hub and the Business Hub to ensure all relevant tasks and actions for new recruits are processed efficiently and accurately such as ensuring uniforms for operational staff have been ordered in time and are in place. Also, epaulettes, ID Cards, setting up of IT.
•    Coordinate the induction and training for new recruits by liaising with any relevant teams ensuring appropriate processes are in place such as induction timetables are met and set.
•    Work with new recruits and line mangers regarding deployment i.e. shift patterns and any pre-booked commitments/holidays.
•    Work with colleagues and managers to ensure new colleagues feel supported and valued. Co-ordinate any awareness sessions for area of work for the new colleague.
•    Prioritise and distribute communications to new recruits, line managers, and any other relevant stakeholders.
•    Undertake other management/administrative tasks including organising, producing and maintaining accurate records for the area of work for the Hub Manager.
•    Monitor exit survey data and trends to improve the performance of the work area, escalating any concerns to the Hub Manager and senior team (where appropriate).

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.

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.

Behaviours

•    Changing and Improving
•    Communicating and Influencing
•    Working Together
•    Managing a Quality Service
•    Delivering at Pace

Salary

£24,067 - £25,342

Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ’s 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 provides 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 the HMPPS considers to be racist

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

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.