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These roles provide an exciting opportunity within the Regional Corporate Services Team, of the Probation Service (Greater Manchester). The Team process/support a wide and varied range of transactional activity across multiple work-streams. Great Teamwork is essential to meet the organisational requirements. All Roles are to be based in a modern Manchester City Centre location.
Primary requirement for this role is the ability to work as part of a team (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 checkingunderstanding where necessary. Ask for help when needed and support others when the opportunity arises. Be aware of the need to consider your own well-being and that of your colleagues. Understand that bullying, harassment and discrimination areunacceptable.
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 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.
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 NPS Division. Duties will include:Production of documents and reports using computer based systemsMaintenance of and contributing to the continuous improvement of administrative systems, processes and workflows to meet Divisional requirements.
Responsibilities, Activities & Duties
The job holder will be required to carry out the following responsibilities, activities and duties:
Business Services supportProvide a full range of support services to the NPS 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:
HRAbsence management recordingVetting administration and co-ordinationAppraisal, reward and recognition recordingGift & hospitality register updatingTraining administrationMaintaining up to date divisional 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 accordance with 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)