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.
Responsibilities
* Provide a full range of support services to the PS Division, including a broad range of administrative functions as determined by the Divisional Support Hub Manager.
* 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.
* 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, and Health & Safety administrative support.
* ICT: change requests processing, local information management using established Probation systems, and acting as a point of contact for quantum information.
* Procurement: I-Proc (requests).
* Other administrative duties: designing, developing and maintaining computerised and manual records; working with local senior management to ensure consistent processes; producing core process maps for operational Probation and Corporate Support processes; processing and recording documents related to goods and services; administering room bookings, meetings and events; responding to telephone inquiries and visitors; hire car booking administration; general Office Administration; handling printing requests; circulating alerts as required.
* Using keyboard skills to produce and present documentation effectively; responding to correspondence and queries; recording, supplying and retrieving accurate data from computerised systems; providing management information to strict deadlines; organising and storing paper-based information; handling sensitive and confidential data in line with data protection requirements; working closely with Shared Services to ensure appropriate protocols are followed.
* Communicating effectively: providing information, feedback and advice; influencing and persuading; participating in meetings; using appropriate skills, styles and approaches.
* Enhancing personal performance: managing own resources and professional development.
Qualifications
* 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 such as Lotus Notes).
Working Arrangements & Additional Information
The role supports hybrid working arrangements where business need allows. This role can be worked in the UK and not overseas. Arrangements will be discussed and agreed with the successful candidate and are subject to regular review.
Standard full-time hours are 37 per week, excluding unpaid breaks. HMPPS welcomes part-time, flexible and job-sharing patterns where they meet role and business needs.
Selection Process
A statement of suitability of up to 500 words is required explaining how you meet the essential criteria. If a large number of applications are received, an initial sift may be undertaken using the lead behaviour "Managing a Quality Service". Successful candidates may proceed to full sift or interview. The STAR method (Situation, Task, Action, Result) may be used to structure responses.
Benefits and Diversity
Some benefits and diversity information is provided as part of the role description, including:
* Family-friendly policies and flexible working options
* Flexible benefits and discounts
* Paid parental leave; free annual sight tests for computer users
* Progression and training opportunities; Civil Service diversity and inclusion initiatives
Security and eligibility information: all candidates are subject to security and identity checks prior to taking up post.
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