Administrative Officer - Corporate Services - East of England

Overview of the job

This is a divisional administrative role based in the PS regional office. The job holder reports to the Divisional Support Hub Manager and supports the provision of business specific and transactional office based activities across the regional PS Division.

The job holder works collaboratively with other team members to provide the whole range of administrative support services required. The job holder may be expected to support a number of teams/functions within the operational area and is expected to have sufficient knowledge of at least one other role to be able to offer support and cover during annual leave and sickness absence.

Summary

The purpose of the role is to support the delivery of divisional administrative functions to ensure efficient and effective business support services are provided to the PS Division. Duties will include:

• Production of documents and reports using computer based systems.
• Maintenance of and contributing to the continuous improvement of administrative systems, processes and workflows to meet Divisional requirements.

Responsibilities, Activities & Duties

Business Services support

Provide a full range of support services to the PS Division, which will include the provision of a broad range of administrative functions as determined by the Divisional Support Hub Manager but which may include:

HR

• Absence management recording
• Vetting administration and co ordination
• Appraisal, reward and recognition recording
• Gift & Hospitality register updating
• Training administration
• Maintaining up to date divisional organisational charts
• Health & Safety administrative support

ICT

• Change requests processing
• Quantum point of contact

Other

• Assisting with the design, development and maintenance of computerised and manual records
• To work closely with the local senior management team to ensure that consistent processes are used within the local Probation teams
• Assisting with the production of core process maps which detail operational Probation processes as well as Corporate Support processes
• Processing and recording documents in relation to goods and services
• Administering room bookings, meetings and events
• Responding to external and internal telephone enquiries and personal callers
• Hire Car Booking administration
• General Office Administration
• Circulating Alert office notifications as required
• To use keyboard skills to produce and present documentation effectively
• To respond to correspondence and queries as required
• To record, supply and retrieve accurate data from computerised systems and provide management information to strict deadlines
• To organise and store efficiently paper based information
• To deal with sensitive and confidential data in accordance with data protection requirements
• To work closely with Shared Services to ensure appropriate protocols and procedures are followed
• Providing information, feedback and advice
• Influencing and persuading
• Participate in meetings where appropriate
• Using appropriate skills, styles and approaches

Enhance your own performance

• Manage own resources and professional development

Behaviours

• Changing and Improving
• Leadership
• Working Together
• Managing a Quality Service
• Delivering at Pace
• Experience of providing a wide range of business service support activities
• Previous administrative experience

Technical requirements

• NVQ Level 2 or equivalent, and RSA III (gained or working towards) or equivalent qualification such as CLAIT Advanced
• IT Skills: Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e. Lotus Notes)

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. Some roles will not be suitable for Hybrid Working. Arrangements will be discussed and agreed with the successful candidate and subject to regular review.

Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job sharing working patterns where they meet the demands of the role and business needs.

Benefits

• Annual leave is 25 days on appointment and will increase to 30 days after five years' service, plus public holidays. Leave for part-time and job share posts will be calculated on a pro rated basis.
• National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF).
• Training opportunities as part of the Ministry of Justice's staff development programme.
• Employee-run networks providing support and opportunities for employees from minority groups.
• Family Friendly policies such as reduced hours or job sharing.
• Access to flexible benefits such as voluntary benefits, retail vouchers and discounts.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.

Equal Opportunity

As a Disability Confident employer, MoJ is 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.

Eligibility & Nationality Rules

• UK nationals
• Nationals of the Republic of Ireland
• Nationals of Commonwealth countries who have the right to work in the UK
• Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• Individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.