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Education and Training

Hub Business Administrator – East Midlands x 3 – 48663
£20,965 - £21,488
Rugby

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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 Role:

This is an HQ administrative role with no line management responsibilities and is part of the Support Services team within a designated hub in Learning and Development.  

The Hub Business Administrator will provide administration support within their designated hub.

The post is based at an L & D Centre and is a non-operational post.

The post holder requires excellent knowledge and understanding of the L & D processes and will be expected to provide a high quality, comprehensive service to all areas of L & D and the wider business.

Summary:

The post holder will provide administrative support within their designated hub

Responsibilities include meeting support, collation of routine information, maintenance of databases and ad hoc administrative tasks

The post holder will not be required to work unsociable hours however there may be a requirement to work outside of normal hours

The post holder could be allocated to any of the following hubs:

  • Business Hub
  • People Hub
  • Apprenticeship and Delivery Hub
  • Resource Hub

Responsibilities, Activities and Duties:

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

  • Organisation of meetings/events, distribution of papers, support taking minutes/notes and writing up minutes
  • Prepare paperwork for checking by manager, conducting initial checks as required
  • Provide management information taken from both internal databases and SOP
  • Act as first point of contact for relevant external stakeholders
  • Monitor the functional mailbox(s) action any issues and where needed log the request in the relevant folder/spreadsheets
  • Act as first point of contact for general administrative support as, when and where required.  This may involve chasing up outstanding information, updating information on a tracking system, retrieving information and interrogating databases to obtain information
  • Responsible for the creation, implementation and maintenance of all specialist administrative services, processes and systems that underpin the delivery of business objectives
  • Provide support for any ad hoc work requested.  This can vary in terms of volume of work and complexity, ranging from distribution of information to helping to organise large scale events/workshops
  • To maintain administration databases to record and monitor information and produce monthly reports on these.  Ensure that data entered into local and national systems is accurate and in accordance with agreed timescales

Business Hub

  • Allocate training, meeting room and bedroom accommodation for events on a booking administration system, producing a weekly programme of events to cascade to relevant stakeholders within agreed service level agreement
  • Ensure reception is appropriately and adequately covered, with a handover to and from the night/weekend security staff if required

People Hub

  • To maintain staff databases, ensure recruitment processes are followed in a timely manner
  • To become a Vetting Contact Point

Resource Hub

To become proficient with the procurement processes

  • Stores
  • Reprographics

Apprenticeship and Delivery Hub

To maintain databases in line with Apprenticeship and POELT timescales

Behaviours and Strengths:

Behaviours:-

Working together

  • Working with a diverse range of stakeholders
  • Excellent organisational skills and the ability to manage complex working relationships
  • Develop a range of contacts outside own team and identify opportunities to share knowledge, information and learning

Managing a Quality Service

  • A positive approach to routine activity with a drive to develop innovative solutions
  • Create clear plans and set priorities which meet the needs of both the customer and the business
  • Keep colleagues and stakeholders fully informed of plans, possibilities and progress
  • Identify common problems that affect service, report them and find possible solutions

Delivering at Pace

  • Follow relevant policies, procedures and legislation to complete your work
  • Have a positive and focused attitude to achieving outcomes, despite any setbacks
  • Regularly check performance against objectives, making suggestions for improvement or taking corrective action where necessary

Essential Knowledge, Experience and Skills:

  • Excellent interpersonal skills and ability to communicate with people of all levels
  • Excellent organisational skills with ability to prioritise work
  • Proficient in the use of Microsoft packages, especially Word, Excel, Outlook and Microsoft Teams
  • Be able to use databases relevant to the area 
  • Able to work at pace with good attention to detail
  • Adopt a flexible approach to change and demonstrate a commitment to team work, being prepared to offer help, guidance and support to colleagues within the team

Security Clearance Required:

  • May include CTC, SC or DBS

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.

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.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five 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.

Pension

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

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

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 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.

Networks

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 employees.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

Complaint Procedure

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

·         To Shared Service Connected Ltd (0345 241 5358 (Monday to Friday 8am – 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);

·         To Ministry of Justice Resourcing (resourcing-manaegement-office@justice.gov.uk);

·         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.

Grading Structure Review

The Ministry of Justice is currently undergoing a review of posts which are currently graded at Band A to realign our grading structure with the majority of the wider Civil Service.

Posts advertised at Band A may be graded at either Grade 6 or Grade 7 once the review has taken place.