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Administration / Corporate Support

Inspection Support Administrator – 70116
£21,775 – £25,475
National

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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.

Inspection Support Administrator 

This is an opportunity to work in a highly professional organisation. Her Majesty’s Inspectorate of Probation is the independent inspector of probation and youth offending services in England and Wales. Our mission is to promote positive changes in these services. Our recommendations, research and effective practice guidance drive improvements at individual, local and national levels. This leads to improved outcomes for adults on probation and children in contact with youth offending services, better information and support for victims; and better protection of the public. 

View our website: www.justiceinspectorates.gov.uk/hmiprobation

Who are we looking for? We are looking for two AO’s (band E) to join us. This post is open to substantive AOs (band Es) and AAs (band Fs) on promotion. 

We are looking for a committed, motivated and organised person who is looking to develop a range of skills and is wanting to make the most of a great development opportunity to gain experience and knowledge in a different business unit. Training on all elements of the role will be provided as well as ongoing support during your time with us. We warmly welcome applications from minority ethnic and/or Welsh speaking candidates.

The Inspection Support Team is responsible for the delivery of a high standard of planning and support to HMI Probation’s inspections. To succeed in this role, you will need to have the ability to organise and prioritise work in the face of competing demands and have experience of using Microsoft Office 365 applications, in particular Word and Excel.

HMI Probation’s administration is based in Manchester, however we offer flexible working and would consider applications from across England and Wales. Currently all HMI Probation HQ staff are working from home the majority of the time. Going forward, there will be occasional attendance in the Manchester office required, and occasional travel to inspection planning meetings and the annual staff conference.

All the posts we offer will be conditional upon evidence from references and various statutory checks.

How do we select?

You must complete your application, demonstrating how you meet the required standard in Behaviours, by no later than Friday 17 February 2023 23:55. Candidates successful at the sift will be invited to attend an interview, to be held during the week commencing 13 March 2023, via Microsoft Teams. The interview will be conducted using success profiles, focussing on Strengths.   

Further information: 

A member of the team will be happy to discuss any aspect of this role. If you’d like to talk to us, please email HMIP.Enquiries@hmiprobation.gov.uk

Key requirements of the role

•   Ensure a high standard of planning and support to HMI Probation’s inspections, with work completed accurately and to agreed timescales
•   Produce all inspection documentation to the required standard and meeting inspection milestones
•   Selection of case samples in accordance with specified criteria
•   Schedule inspection fieldwork weeks, taking into account availability and diversity needs of those being interviewed
•   Monitor the planning process of all inspections and react promptly to changes and issues that arise
•   Make hotel and travel arrangements and provide other logistical support as required
•   Monitor the HMI Probation Admin mailbox, dealing appropriately with emails received
•   Liaise with lead inspectors and external stakeholders for each inspection to understand their requirements and facilitate good working relationships 
•   Maintain robust record retention systems, ensuring risks to delivery are identified with managers
•   Recognise and promote diversity issues in all aspects of work

Person Specification – Success Profiles

Behaviours

Working Together 

Proactively contribute to the work of the whole team and remain open to taking on new and different roles. Get to know your colleagues and build supportive relationships. Listen to alternative perspectives and needs, responding sensitively and checking understanding where necessary. Ask for help when needed and support others when the opportunity arises. Be aware of the need to consider your own wellbeing and that of your colleagues. Understand that bullying, harassment and discrimination are unacceptable.

Developing Self and Others

Identify gaps in your skills and knowledge and make plans of how to develop these.

Take time to achieve development objectives. Listen to and act on feedback from colleagues to find areas you can develop. Share knowledge and skills learnt with colleagues to contribute to the learning and development of the whole team.

Managing a Quality Service 

Work with customers to understand their needs and expectations. Create clear plans and set priorities which meet the needs of both the customer and the business. Clearly explain to customers what can be done. 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

Always work with focus and pace to get the job done on time and to a high standard.

Follow the relevant policies, procedures and rules that apply to the job. Use own knowledge and expertise to organise work. Keep focused on delivery and take responsibility for the quality of work produced. Keep a consistent level of personal performance. Keep managers and stakeholders updated on how work is progressing.

Ability

Ability to organise and prioritise work in the face of competing demands.    Essential

Experience

Experience of using Microsoft Office 365 applications, in particular Word and Excel.    Essential

Salary

The national salary is £21,775, London salary is £25,475. Your salary will be dependent on your base location

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.

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.

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.

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

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.