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Administration / Corporate Support

Project Support Assistant – 34637
£19,054 - £25,229
Multiple Locations

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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

Overview of the job

This role will support the work of the programme and project teams.

Summary

The job holder will be expected to support the programme/project team by assisting with an appropriate range of tasks relating to the assurance and approval of projects within the programme.

Responsibilities, Activities & Duties

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

  • Collect data and forecast and assist with compilation of reports.
  • Update plans supporting the Secretariat function for the relevant governance boards
  • Develop and maintain project files
  • Establish document control procedures Administer and when necessary attend meetings as secretary producing a first draft of minutes and action logs
  • Contribute in the use of specialist tools and techniques such as planning and control, tools, risk analysis
  • Maintain and update the programmes documentation such as Quality Register, Configuration Items Records and any other register / logs delegated by the Project Manager
  • Chasing action owners for updates on their actions
  • Maintaining the Terms of Reference, membership and distribution lists
  • Filing, archiving and enacted version control on all meeting documentation

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

  • Making Effective Decisions
  • Delivering at Pace
  • Working Together
  • Managing a Quality Service

Essential Experience 

For the purpose of selection the following Project Delivery Profession Skills

  • Managing project lifecycles
  • Administration and organisation
  • Good written and oral communication skills
  • Good interpersonal skills

Technical requirements

  • The job holder will be required to have a PRINCE 2 Foundation or be willing to undertake the necessary training required.
  • Knowledge of corporate or programme management standards applicable to the project
  • Intermediate/expert skills in MS-Office applications, especially Word, Excel and PowerPoint.

Additional Information

This role sits in the Security Risk Unit (SRU) in the Security, Order and Counter-Terrorism (SOCT).

The Unit’s objectives are to ensure HMPPS is robustly managing its live and emerging security risks, developing a learning culture and ensuring those working in operational settings are knowledgeable and up-skilled to deliver effective security. 

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 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.

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.

See HMPPS competency framework to learn more about the competencies we are looking for.

https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/497684/NOMS_competency_framework.pdf

And you can download positive Competency writing samples for Band 2 and Band 3 applications.

https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/500804/Competency_writing_samples.pdf