Number of jobs available: 1
Detail of reserve list: 12 Months
Region: North West
City/Town: Birkenhead
Building/Site: NPS 40 EUROPA BOULEVARD BIRKENHEAD, CH41 4PE
Grade: Other
NPS Pay Band: 2 National
Post Type: Fixed Term
Duration of appointment: Up to 12 months
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 NPS 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 NPS 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 NPS 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 NPS Division, which will include the provision of a broad range of administrative functions as determined by the Divisional Support Hub Manager:
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 Other
+ Assisting with the design, development, and maintenance of computerized 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
+ General Office Administration
+ Handling printing requests
+ 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 computerized systems and provide management information to strict deadlines
+ 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
o Providing information, feedback, and advice
o Influencing and persuading
o Participate in meetings where appropriate
o Using appropriate skills, styles, and approaches
Enhance your own performance
o 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 alterations and additional tasks of a similar level that may be necessary.
Behaviours
Demonstrate experience of providing a wide range of business service support activities, and demonstrate previous administrative experience.
Technical requirements
o NVQ Level 2 or equivalent, and RSA III (gained or working towards) or equivalent qualification such as CLAIT Advanced
o Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e. Lotus Notes)
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.
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.
Benefits
o Annual leave is 25 days on appointment and will increase to 30 days after five years’ service, plus public holidays.
o The National Probation Service is covered by the Local Government Pension Scheme (LGPS).
o The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
o Access to flexible benefits such as voluntary benefits, retail vouchers, and discounts on a range of goods and services.
o Paid paternity, adoption, and maternity leave.
o 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.
As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent, and abilities.
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