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Administration / Corporate Support

Diary & Admin Hub Support Officer to Director/Deputy Director/ Head of Group – 37970
£22,695 - £25,229
London

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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

This role sits within the Public Protection Group which is part of the wider Her Majesty’s Prison and Probation Service (HMPPS), Wales and Public Protection Directorate. The role supports the Head of Public Protection Group (PPG). PPG is a large group dealing with a diverse range of issues which are high on the Ministerial agenda. The wide remit of PPG includes management of casework for Parole Eligible prisoners, transfer of prisoners to Mental Health facilities, oversight of Multi-Agency Public Protection Arrangements (MAPPA), monitoring of Serious Further Offending in the community, development of operational policy in regards to Victims and managing the progression of prisoners serving sentences of Imprisonment for Public Protection.

Overview of the job

  • To manage the Director/Deputy Director/HoG/Unit’s diary on daily basis.
  • To provide general administrative support to Director/Deputy Director/HoG/ Unit and their SMTs.
  • Directly line managed by the Business Manager to Director/Deputy Director/ HoG/Unit.
  • Based in HMPPS Headquarters.
  • This is not an operational role.

Summary

The post holder is required to provide daily diary management and general administrative support to the HoG/Unit/Director/Deputy Director and general admin support to SMT. This will necessitate the ability to prioritise meetings and manage the diary in the most efficient and practical way. Interaction with internal and external stakeholders will be required. The preparation of papers for meetings will be required along with other general administrative tasks such as taking minutes, photocopying, and vetting.

Responsibilities, Activities and Duties

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

  • Anticipate and identify potential problems in relation to issues arising within the diary, particularly when priorities can change at very short notice. Use own initiative to undertake action to minimise disruption to the scheduled workload.
  • To be responsible and provide a high level of administrative support to Director/ Deputy Directors/Heads of Group/Unit.
  • Accountable for the diary management for the Director/Deputy Directors/Heads of Group/Unit and SMT where required, maintaining regular updates of appointments, ensuring preparation for meetings.
  • As the Diary Manager to the Director/Deputy Directors/Heads of Group/Unit you will be responsible for the smooth day to day running of the Diary.
  • To maintain a high level of confidentiality at all times.
  • Ensuring prompt and effective communication between Director/Deputy Directors/Heads of Group/Unit and stakeholders, the organisation, private office etc.
  • Maintaining and managing the Outlook contacts with relevant contacts from stakeholders, private office, and internal staff.
  • Accountable for updating various databases to ensure important/relevant information is captured for the unit e.g. leave sheets, staff movement sheets, etc.
  • Provide flexible cover to assist Directors/Deputy Directors/Heads of Group/Unit Business Managers or Groups within DCC as requested.
  • Provide general administrative support to the Director/Deputy Director/ Head/Unit of Group’s Business Manager to include collation of data and responses to stakeholders as requested.
  • Maintain the meeting room diary, ensuring all facilities are available.
  • Arrange meetings, including preparation work, taking minutes/notes and writing up the minutes to a high standard.
  • Arrange timetabled meetings, keeping attendees updated of any changes.
  • Ensure all files, records and correspondence are saved and stored appropriately. Electronic information should be filed/stored in accordance with HERM (Headquarters Electronic Records Management).
  • Provide general administrative support to other functions within the DC&C. Duties carried out will be driven by the requirement of that function.
  • Act as a Vetting Contact Point for the directorate, verifying vetting documents, signing, copying, filling in forms and submitting onto the SSC to be processed.

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

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

Ability

  • Sound communication skills, both written and oral.
  • Well organised and able to prioritise workload.
  • Able to work in a flexible way as part of an administrative team.

Experience

  • Good working knowledge of Microsoft Office suite, particularly Word and Outlook.

Technical

  • Vetting Contact Point training is essential.

Additional Information

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

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.