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:
Responsibilities, Activities & Duties
* 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 Divisional requirements.
* Provide a full range of support services to the PS Division, which will include a broad range of administrative functions as determined by the Divisional Support Hub Manager but which may include:
*
o HR
+ Absence management recording
+ Vetting administration and co-ordination
+ Appraisal, reward and recognition recording
+ Gift & Hospitality register updating
+ Training administration
+ Maintaining up to date divisional organisational charts
+ Health & Safety administrative support
o ICT
+ Change requests processing
+ Local information management using established Probation systems
+ Quantum point of contact
o Procurement
+ I-Proc (requests)
o Other
+ Assisting with the design, development and maintenance of computerised and manual records
+ To 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 services
+ Administering room bookings, meetings and events
+ Responding to external and internal telephone enquiries and personal callers
+ Hire Car Booking administration
+ General Office Administration
+ Handling printing requests
+ Circulating Alert office notifications as required
* To use keyboard skills to produce and present documentation effectively
* To respond to correspondence and queries as required
* To record, supply and retrieve accurate data from computerised systems and provide management information to strict deadlines
* To organise and store efficiently paper based information
* To deal with sensitive and confidential data in accordance with data protection requirements
* To 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
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.
Additional Information
We're excited to offer a rewarding opportunity to become part of the administration team at the South West Regional Hub. As an Administration Officer, you'll play a key role in supporting the South West region with a wide variety of tasks, including recruitment and vetting processes, procurement, information security support and general administrative coordination. The role is highly collaborative, involving close teamwork within the Hub and across the wider South West region. This is a chance to make a real impact by ensuring colleagues receive effective and timely administrative support. Work history detailing your career history will be assessed against the essential and desirable criteria outlined in the job description. A statement of suitability of 500 words explaining how you consider your personal skills, qualities and experience evidence of your suitability for this role in reference to the essential criteria.
Should a large number of applications be received, an initial sift may be undertaken using the lead behaviour "Managing a Quality Service". Candidates who pass the initial sift will progress to full sift, or progress straight to interview. This post is for up to 2 years. This post is open to candidates on lateral transfer as a loan. For internal candidates applying on promotion, the post will be a temporary act up with a loan agreement in place. For External Candidates, the post will be on a fixed term contract.
Working Arrangements & Further Information
The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and/or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review. For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.
Some of MoJ's terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made. Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS' Flexible Working policy.
Qualifications and benefits
* 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 i.e. Lotus Notes)
The MoJ offers a range of benefits:
* Annual Leave: 25 days on appointment, rising to 30 days after five years, plus public holidays (pro-rata for part-time roles).
* Pension: Local Government Pension Scheme (LGPS) via GMPF. See gmpf.org.uk for details. Civil Service transfers may affect eligibility for childcare vouchers; see GOV.UK for options.
* Training: extensive training and development opportunities.
* Networks: employee networks for minority groups, disability, caring responsibilities, women, and LGBTQ+ staff.
* Eligibility: security and identity checks prior to taking up post. Family friendly policies, flexible benefits, and guidance on childcare support schemes.
Working for the Civil Service
* The Civil Service Code sets out expected standards of behaviour. Recruitment is by merit and open competition. If you feel the process breached principles, you may raise a formal complaint via Transformative Business Services, the MoJ Resourcing team, or the Civil Service Commission.
* MoJ is a Disability Confident employer and can offer interview adjustments for disabled candidates who meet minimum criteria. Reasonable adjustments can be requested during the recruitment process. For help, contact the TBS Recruitment Enquiries Team.
* Diversity & Inclusion: Civil Service strategy and plans.
* Redeployment Interview Scheme to provide opportunities for those at risk of redundancy.
For more information about veteran initiatives, redeployment, and other policies, see official Civil Service pages and GOV.UK resources.
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