91403 - Regional Administrative Officer - Fixed Term Appointment
Number of jobs available: 1
Detail of reserve list: 12 Months
Region: Wales
City/Town: Caernarfon, Cardiff, Carmarthen, Colwyn Bay, Newport, Pontypridd, Wrexham
Building/Site: CARDIFF CHURCHILL HOUSE CARDIFF, CF10 2HH, NPS 25 CONWAY ROAD COLWYN BAY, LL29 7AA, NPS 7A-7B WATER STREET CARMARTHEN, SA31 1PY, NPS CAERNARFON PROBATION OFFICE, LL55 1BN, NPS FORMER POST OFFICE PONTYPRIDD, CF37 1BA, NPS USK HOUSE NEWPORT, NP20 2AG, NPS WREXHAM TECHNOLOGY PARK WREXHAM, LL13 7YX
Please note: Some of our MoJ Office locations, such as our Liverpool Justice Collaboration Centre, require higher levels of National Security Vetting.
Grade: Other
NPS Pay Band: 2 National
Post Type: Fixed Term
Duration of appointment: Up to 6 months
Working Pattern: Full Time, Part Time
Role Type: Administration / Corporate Support
Will the successful applicant have line manager responsibilities? No
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.
This is a fantastic opportunity to join the Divisional Hub Team for Probation Service Wales. This role offers a blend of home working and office working. You will be key to administrative tasks such as procurement, redacting information, recruitment, minute taking and management support. This is a new and evolving role which will provide a critical service to the organisation.
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.
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:
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 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:
* 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
* Change requests processing
* Local information management using established Probation systems
* Quantum point of contact
* 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
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 alterations and additional tasks of a similar level that may be necessary.
Behaviours
• 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)
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).
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.
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.
The MoJ offers a range of benefits:
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
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.
All candidates are subject to security and identity checks prior to taking up post.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.
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.
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)
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