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.
Due to the expansion of the existing corporate support hub, we are seeking 5 additional Admin Officers. For further information please contact Kim Metcalfe on 07510 587 996.
Under the smarter working policy, the successful candidate will work a proportion of the week at home and a proportion of the week will be office based at West Offices, York
Overview of the job
This is a divisional administrative role based in the NPS 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 NPS.
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.
The purpose of the role is to support the delivery of regional administrative functions to ensure efficient and effective business support services are provided to the NPS Region. 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 Regional requirements.
Responsibilities, Activities & Duties
The job holder will be required to carry out the following responsibilities, activities and duties:
Business Services Support
Provide a full range of support services to the NPS Region, which will include the provision of a broad range of administrative functions as determined by the Regional Support Hub Manager but which may include:
HRAbsence management recordingVetting administration and co-ordinationAppraisal, reward and recognition recordingGift & hospitality register updatingTraining administrationMaintaining up to date regional organisational chartsHealth & Safety administrative support
ICTChange requests processingLocal information management using established Probation systemsQuantum point of contact
OtherAssisting with the design, development and maintenance of computerised and manual recordsTo 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 servicesAdministering room bookings, meetings and eventsResponding to external and internal telephone enquiries and personal callersHire Car Booking administrationGeneral Office AdministrationHandling printing requestsCirculating Alert office notifications as requiredTo use keyboard skills to produce and present documentation effectivelyTo respond to correspondence and queries as requiredTo record, supply and retrieve accurate data from computerised systems and provide management information to strict deadlinesTo organise and store efficiently paper based informationTo deal with sensitive and confidential data in accordancewith data protection requirementsTo work closely with Shared Services to ensure appropriate protocols and procedures are followed
Use communication effectivelyProviding information, feedback and adviceInfluencing and persuadingParticipate in meetings where appropriateUsing appropriate skills, styles and approaches
Enhance your own performanceManage own resources and professional development
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 alternations 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.
BehavioursChanging and ImprovingLeadershipWorking TogetherManaging a Quality ServiceDelivering at Pace
Demonstrate experience of providing a wide range of business service support activities, and demonstrate previous administrative experience
NVQ Level 2 or equivalent, and RSA III (gained or working towards) or equivalent qualification such as CLAIT Advanced
Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e. Lotus Notes)