Overview
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 include:
* Production of documents and reports using computer‑based systems.
* Maintenance of and contribution to the continuous improvement of administrative systems, processes and workflows to meet Divisional requirements.
Responsibilities
Business Services support: Provide a full range of support services to the PS Division, including but not limited to:
* 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
* Assisting with the design, development and maintenance of computerised and manual records
* Working closely with the local senior management team to ensure consistent processes within local Probation teams
* Assisting with the production of core process maps detailing operational Probation and Corporate Support processes
* Processing and recording documents related to goods and services
* Administering room bookings, meetings and events
* Responding to external and internal telephone enquiries and personal callers
* Hiring Car Booking administration
* General office administration
* Handling printing requests
* Circulating Alert office notifications as required
* Using keyboard skills to produce and present documentation effectively
* Responding to correspondence and queries as required
* Recording, supplying and retrieving accurate data from computerised systems and providing management information to strict deadlines
* Organising and storing efficiently paper‑based information
* Dealing with sensitive and confidential data in accordance with data protection requirements
* Working closely with Shared Services to ensure appropriate protocols and procedures are followed
* Providing information, feedback and advice
* Influencing and persuading
* Participating in meetings where appropriate
* Using appropriate skills, styles and approaches
* Managing own resources and professional development
Working Arrangements & Further Information
The MoJ offers hybrid working arrangements where business need allows. This informal, non‑contractual form of flexible working blends working from your base location, different MoJ sites and/or from home. The role can only be worked in the UK and not overseas. 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 paid breaks). HMPPS welcomes part‑time, flexible and job‑sharing working patterns where they meet the demands of the role.
Benefits
* Annual leave: 25 days on appointment, increasing to 30 days after five years’ service, plus public holidays. Leave for part‑time and job‑share posts calculated on a pro‑rata basis.
* Pension: Covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF).
* Training: Extensive range of training and development opportunities.
* Employee‑run networks: Support for minority ethnic origin, disabilities, caring responsibilities, women, and LGBTQ+ employees.
* Family‑friendly policies: Opportunities to work reduced hours or job share.
* Voluntary benefits: Retail vouchers and discounts on a range of goods and services.
* Paid paternity, adoption and maternity leave.
* Free annual sight tests for employees who use computer screens.
Eligibility
All candidates are subject to security and identity checks prior to taking up post.
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, PowerPoint (or equivalent such as Lotus Notes) and effective use of Microsoft packages to record, analyse and present data.
Security Checks
Level of security checks required: DBS Standard.
Behaviours
* Managing a Quality Service
* Working Together
* Delivering at Pace
* Changing and Improving
* Leadership
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