Corporate Hub Administrative Officer Kent, Surrey and Sussex

Overview

Divisional administrative role based in the PS regional office. Reports to the Divisional Support Hub Manager and supports business specific and transactional office based activities across the regional PS Division. Works collaboratively with team members to provide a full range of administrative support services. Expected to have sufficient knowledge of at least one other role 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.

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

Responsibilities, Activities & Duties

Provide a full range of support services to the PS Division as directed by the Divisional Support Hub Manager. Includes HR, ICT, procurement, and other administrative functions.

Business Services Support

• HR
  • Absence management recording
  • Vetting administration and coordination
  • 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
  • Local information management using established Probation systems
  • Quantum point of contact
• Procurement
  • I-Proc (requests)
• Other
  • Assist with design, development and maintenance of computerized and manual records.
  • Work closely with local senior management team to ensure consistent processes.
  • Assist with production of core process maps of operational Probation and Corporate Support processes.
  • Process and record documents relating to goods and services.
  • Administer room bookings, meetings and events.
  • Respond to external and internal telephone enquiries and personal callers.
  • Hire Car Booking administration.
  • General Office Administration.
  • Handle printing requests.
  • Circulate Alert office notifications as required.
  • Produce and present documentation using keyboard skills.
  • Respond to correspondence and queries.
  • Record, supply and retrieve accurate data from computerised systems and provide management information to strict deadlines.
  • Organise and store paper based information efficiently.
  • Deal with sensitive and confidential data following data protection requirements.
  • Work closely with Shared Services to ensure appropriate protocols and procedures are followed.

Use Communication Effectively

• 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

Essential Experience

• 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 such as Lotus Notes).

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This flexible working blends working from your base location, different MoJ sites and/or from home. This role can only be worked in the UK.

Standard full time working hours are 37 hours per week, excluding unpaid breaks. HMPPS welcomes part time, flexible and job sharing arrangements, subject to business requirements.

Benefits

• Annual leave: 25 days on appointment, increasing to 30 days after five years of service; pro rata for part time.
• Pension: National Probation Service covered by the Local Government Pension Scheme run through the Greater Manchester Pension Fund.
• Training: Extensive range of staff development opportunities.
• Family Friendly policies: reduced hours, job sharing.
• Flexible benefits: voluntary benefits, retail vouchers, discounts.
• Paid paternity, adoption and maternity leave.
• Free annual eyesight tests for screen users.

Legal Statements

All candidates are subject to security and identity checks prior to taking up post. MoJ is a Disability Confident employer and commits to providing reasonable adjustments.

Eligibility

Open to UK nationals, Republic of Ireland nationals, Commonwealth nationals with right to work, EU, Switzerland, Norway, Iceland, Liechtenstein nationals with settled or pre settled status, and certain Turkish nationals.

Security Check

DBS Standard required.