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Administration / Corporate Support

Hub Admin – 50328
£19,781 – £26,111
National

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This is a new and exciting role which will support the Reducing Reoffending Directorate in a newly formed hub. The hub will support the business in achieving its key priorities. The successful candidate will support the directorate with recruitment campaigns and onboarding of staff as well as liaising with recruitment teams at the shared service centre and being a specified point of contact for recruitment queries.The role may also include processing transactional requests as well as being responsible for providing generalist admin support to the reducing reoffending directorate.

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 job holder will be required to provide a professional and efficient administrative support service to the Directorate maintaining finance, performance and administrative systems within specified timescales for the Directorate.
Summary

The job holder will undertake a share of the transactional activity associated within the Administration Hub. This includes processing most or all of the following categories of paperwork and inputting data ready for checking and onward transmission to the Hub Manager:

  • Correspondence
  • Car Hire reconciliation
  • Fixed and local assets
  • IT Administration
  • Training
  • HR t Entry & Exit Processes
  • Vetting Contact point
  • Quantum Point of Contact
  • Room Bookings
  • Printing
  • Procuring goods and services
  • Absence reporting
  • IT Administration / Change Request System (CRS)
  • Distributing Communications to various stakeholder groups

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

  • To be the first point of contact for general administrative support which will include; dealing with face to face enquiries, booking meeting rooms,
    projectors, flipcharts, teleconference facilities
  • To monitor the Directorates functional mailbox, actioning any issues and where needed logging the request in the relevant folder/spreadsheet
  • Provide Diary management and administrative support for Senior Managers
  • To act as the Directorate QPC, logging and processing CRS cases, overseeing the case until completion.
  • Arrange meetings, including all the preparation work, taking minutes/notes and writing up the minutes to a high standard
  • Order items from i-procurement system, ensuring forms are completed correctly and in line with policy.
  • For non-catalogue/ad hoc items the use of a Government Procurement Card (GPC). Receipt procured items with issued Purchase Order numbers
  • Enter sickness absences on Oracle for staff in the defined work area
  • Act as Vetting Contact Point, verifying vetting documents, signing copying, filling in forms and sending onto the SSCL to be processed
  • Deal with problems relating to the facilities in defined work areas reporting any faults with equipment and communal areas for example kitchen
  • Respond to general IT queries and provide basic IT support for the defined area of work and ordering copier supplies through HP (Hewlett Packard)
  • Act as Directorate SPOC to manage complaints, queries and requests
  • To be responsible for maintaining distribution lists and distribute all communications to key groups.

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

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

Salary

£19,781 - £26,111 Your salary will depend on your location

Additional Information

Working Arrangements & Further Information

For nationally advertised campaigns, candidates will be appointed to their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed with the successful candidate(s) on the completion of pre-employment checks.

The national salary range is £19,781 – £21,963, London salary range is £22,238- £26,111. Your salary will be dependent on your base location

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 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.