91600 - Administration Officer - East Midlands Corporate Services Hub
Number of jobs available: 1
Detail of reserve list: 12 Months
Region: East Midlands
City/Town: Derby
Building/Site: NMS Ground, First And Second Floors Burdett House, DE1 1JP
Grade: Other
NPS Pay Band: 2 National
Post Type: Permanent
Working Pattern: Full Time
Role Type: Administration / Corporate Support
Will the successful applicant have line manager responsibilities? No
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:
* 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
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
* 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
* Quantum point of contact
Procurement
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
* 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
* 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.
Behaviours
* Changing and Improving
* Leadership
* Working Together
* Managing a Quality Service
* Delivering at Pace
* 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)
Additional Information
As administrative officers, you will be the experts relied upon to complete key tasks under instruction from a senior administrative officer.
The Corporate Hub is a support hub that delivers procurement and other key services that are necessary to maintain the ongoing management of the probation service throughout the region. Tasks often include:
* Processing procurement requests on SOP and maintaining communication until fulfilment
* Liaising between internal and external stakeholders to achieve cost efficiencies
* Responding to general enquiries
* Centralised admin of PoP licence changes
* Facilitating service user management requests
* Processing data access requests
* Administration of security vetting services
* Performing on-site office responsibilities
* Distributing and dispensing of goods and mail
Location: The probation service operates to government guidance and smarter working that may change from time-to-time.
In order to support key functions and the opening of the office during business hours, Corporate Hub Admin Officers are usually based centrally at the management headquarters in Derby - Burdett House, Becket Street, Derby. Other base locations may be considered but candidates should be willing to support the needs of the management headquarters as and when required.
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. Similarly, Hybrid Working will not suit everyone’s circumstances. 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.
Benefits
The MoJ offers a range of 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). Please visit www.gmpf.org.uk for further information.
Please note: Any current Civil Servant who is a member of the PCSPS, by accepting an offer of employment to the National Probation Services will be opted out of the PCSPS and auto enrolled into the Local Government Pension Scheme.
Training
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
Networks
The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender.
Eligibility
All candidates are subject to security and identity checks prior to taking up post.
Support
* A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
* Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
* For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
* Paid paternity, adoption and maternity leave.
* Free annual sight tests for employees who use computer screens.
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint.
As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.
You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.
For more information on applying for a role as a candidate with a disability or long-term condition, please see our Disability Confident Scheme Frequently Asked Questions webpage.
Diversity & Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.
Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role.
We have provided detail of the assessment stages and areas being assessed to help you prepare for completing your application form, and to advise of what will be assessed following this, if you successfully pass the application stage.
Application form stage assessments
Behaviours
Delivering at Pace - 250 word limit
Managing a Quality Service - 250 word limit
Use of Artificial Intelligence (AI)
You must ensure that any evidence submitted as part of your application, including your CV, statement of suitability and behaviour examples, are truthful and factually accurate. Please note that plagiarism can include presenting the ideas and experiences of others, or generated by artificial intelligence, as your own.
Interview stage assessments
There is 1 interview stage for this vacancy.
Behaviours
Delivering at Pace
Managing a Quality Service
Communicating and Influencing
Strengths may also be assessed at interview but these are not shared in advance.
Any candidate who has been assessed as being appointable to the role they applied for may be offered a similar, lower grade role, if one is available. Furthermore, any candidate who has just missed meeting the criteria for a particular role, may be appointed to a similar role at a lower grade if such a role is available, and if they have been assessed as meeting the criteria for the lower grade role. These appointments will also be made in merit order.
A Great Place to Work for Veterans
The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs.
Redeployment Interview Scheme
Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.
This job is broadly open to the following groups:
· nationals of the Republic of Ireland
· nationals of Commonwealth countries who have the right to work in the UK
· nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS)
· nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
· individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
· Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
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