Role Purpose
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:
* 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.
Responsibilities, Activities & 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
* 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
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
* 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
Hybrid Working Arrangements
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.
Full‑time Working Hours
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.
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, and PowerPoint (or equivalent i.e. Lotus Notes)
Benefits
* Annual Leave – Annual leave is 25 days on appointment and will increase to 30 days after five years' service, plus public holidays. Leave for part‑time and job share posts will be calculated on a pro‑rata basis.
* Pension – The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF).
* Training – The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
* Networks – Opportunity to join employee‑run networks that provide support for minority ethnic origin, disabilities, caring responsibilities, women employees, and LGBTI employees.
* Family Friendly policies – Opportunities to work reduced hours or job share.
* Flexible benefits – Voluntary benefits, retail vouchers and discounts on a range of goods and services.
* Childcare support – Eligibility for alternative government childcare support schemes, including Tax Free Childcare.
* Pay parental leave – Paid paternity, adoption and maternity leave.
* Health – Free annual sight tests for employees who use computer screens.
Eligibility & Support
* All candidates are subject to security and identity checks prior to taking up post.
* Support includes access to training, mentoring and development programme as defined by the Division.
* Support for disabled candidates – The MoJ is a Disability Confident employer and will provide reasonable adjustments throughout the recruitment process and workplace.
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