Job summary
Please refer to Job Description
Job description
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: .
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:
1. Production of documents and reports using computer based systems.
2. Maintenance 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 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
3. Absence management recording
4. Vetting administration and co-ordination
5. Appraisal, reward and recognition recording
6. Gift & Hospitality register updating
7. Training administration
8. Maintaining up to date divisional organisational charts
9. Health & Safety administrative support
ICT
10. Change requests processing
11. Local information management using established Probation systems
12. Quantum point of contact
Procurement
13. I-Proc (requests)
Other
14. Assisting with the design, development and maintenance of computerised and manual records
15. To work closely with the local senior management team to ensure that consistent processes are used within the local Probation teams
16. Assisting with the production of core process maps which detail operational Probation processes as well as Corporate Support processes
17. Processing and recording documents in relation to goods and services
18. Administering room bookings, meetings and events
19. Responding to external and internal telephone enquiries and personal callers
20. Hire Car Booking administration
21. General Office Administration
22. Handling printing requests
23. Circulating Alert office notifications as required
24. To use keyboard skills to produce and present documentation effectively
25. To respond to correspondence and queries as required
26. To record, supply and retrieve accurate data from computerised systems and provide management information to strict deadlines
27. To organise and store efficiently paper based information
28. To deal with sensitive and confidential data in accordance with data protection requirements
29. To work closely with Shared Services to ensure appropriate protocols and procedures are followed
Use communication effectively
30. Providing information, feedback and advice
31. Influencing and persuading
32. Participate in meetings where appropriate
33. Using appropriate skills, styles and approaches
Enhance your own performance
34. Manage 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.
Person specification
Please refer to Job Description
Behaviours
We'll assess you against these behaviours during the selection process:
35. Delivering at Pace
36. Managing a Quality Service
37. Communicating and Influencing
Benefits
Alongside your salary of �22,096, HM Prison & Probation Service contributes �5,855 towards you being a member of the Civil Service Defined Benefit Pension scheme.
38. Access to learning and development
39. A working environment that supports a range of flexible working options to enhance your work life balance
40. A working culture which encourages inclusion and diversity
41. A with an average employer contribution of 27%
42. Annual Leave
43. Public Holidays
44. Season Ticket Advance
For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.
Link: