31990 - Administrator

£19,926 - £21,488
3
12 Months
North West
Manchester
MANCHESTER CIVIL JUSTICE CENTRE MANCHESTER, M3 3FX
AO
E
Permanent
Full Time
Administration / Corporate Support

HM Inspectorate of Probation

Inspection Support Administrator (one post) and Corporate and PA Assistant (one post)

This is an opportunity to work in a highly professional organisation. As an independent inspectorate, we are ambitious to make the best possible difference to the quality of probation services in England and Wales. It is important to the public, to victims and to those who commit crime that these services are as effective and efficient as possible.

Who are we?

HM Inspectorate of Probation is an independent Inspectorate, funded by the Ministry of Justice, and reporting directly to the Secretary of State on the effectiveness of work with adults, children and young people who have offended aimed at reducing reoffending and protecting the public.

View our website: www.justiceinspectorates.gov.uk/hmiprobation

Who are we looking for?

We are now recruiting for an Inspection Support Administrator and a Corporate and PA Assistant and we warmly welcome applications from minority ethnic and/or Welsh speaking candidates.

We ask that, in the first sentence of the Statement of Suitability in the application form, you state which of the two posts you are applying for. If you wish to be considered for both posts, only one application is required, please state the posts in order of preference.

The option of part‑time or job share contracts can be discussed individually.

All the posts we offer will be conditional upon evidence from references and various statutory checks.

To succeed in this role, you will need to have the ability to organise and prioritise work in the face of competing demands and have experience of using Microsoft Office 365 applications, in particular Word and Excel.

How do we select?

You must complete your application, demonstrating how you meet the required standard in Behaviours, by no later than Monday 10 February. We will invite short listed candidates to an interview to be held during the week commencing 16 March. The interview will be conducted using success profiles, focussing on Strengths.  

Further information:

If you would like to discuss these posts, please contact our office on 0161 240 5336 and we will direct you to an appropriate person to speak to. We would ask that you please read the application information thoroughly first.

We are committed to a policy of equal opportunity for all staff. We will not discriminate on grounds of gender, ethnic origin, disability, sexual orientation, faith or any other factor not relevant to a person's work.

Overview

The operations team is part of HMI Probation’s Operations Directorate and has responsibility for the delivery of operational logistics planning and management and inspection support.

The Inspection Support Administrator is responsible for supporting the Inspection Support Officer in ensuring that all processes to enable the delivery of inspections are completed in an accurate and timely manner.

This post is based in Manchester, however there will be occasional travel required to inspection planning meetings and the annual staff conference.

Key requirements of the role

  • Ensure a high standard of planning and support to HMI Probation’s inspections, with work completed accurately and to agreed timescales
  • Produce all inspection documentation to the required standard and meeting inspection milestones
  • Selection of case samples in accordance with specified criteria
  • Schedule inspection fieldwork weeks, taking into account availability and diversity needs of those being interviewed
  • Monitor the planning process of all inspections and react promptly to changes and issues that arise
  • Make hotel and travel arrangements and provide other logistical support as required
  • Monitor the HMI Probation Admin mailbox, dealing appropriately with emails received
  • Liaise with lead inspectors and external stakeholders for each inspection to understand their requirements and facilitate good working relationships
  • Maintain robust record retention systems, ensuring risks to delivery are identified with managers
  • Recognise and promote diversity issues in all aspects of work

Corporate and PA Assistant

Overview

The corporate services team is part of HMI Probation’s Operations Directorate and has responsibility for the delivery of PA support, HR, recruitment, health & safety, business continuity, office management, induction and non-inspection related training.

The Corporate and PA Assistant is responsible for supporting the Chief Inspector’s PA in providing a high level of executive support to HM Chief Inspector of Probation and their senior team. They will also support the Corporate Services Officer in the delivery of a wide range of corporate service functions, including recruitment and induction.

This post is based in Manchester.

Key requirements of the role

  • Supporting the PA to the Chief Inspector and the Corporate Services Officer in the range of their roles.
  • Maintaining shared and individual mailboxes
  • Responding to external enquiries, with support when required from the Chief Inspector’s PA and the Senior Officer (Corporate)
  • Providing PA cover for the Chief Inspector, when the PA is absent from work
  • Organising room bookings and booking travel and accommodation
  • Printing, photocopying and electronic filing
  • Assisting with processing the Chief Inspector’s expenses
  • Updating and maintaining registers, including ensuring that our responsibilities in respect of staff driving on duty are adhered to and that our emergency contact lists are up to date
  • Assist with the management of our offices, including stationary ordering
  • Provide support with recruitment campaigns
  • Provide support to organisational meetings, including cover for minute taking and admin support
  • Recognise and promote diversity issues in all aspects of work

Person Specification - Success Profiles

Behaviours

Working Together

  • Proactively contribute to the work of the whole team and remain open to taking on new and different roles. Get to know your colleagues and build supportive relationships. Listen to alternative perspectives and needs, responding sensitively and checking understanding where necessary. Ask for help when needed and support others when the opportunity arises. Be aware of the need to consider your own wellbeing and that of your colleagues. Understand that bullying, harassment and discrimination are unacceptable.

Developing Self and Others

  • Identify gaps in your skills and knowledge and make plans of how to develop these.
  • Take time to achieve development objectives. Listen to and act on feedback from colleagues to find areas you can develop. Share knowledge and skills learnt with colleagues to contribute to the learning and development of the whole team.

Managing a Quality Service

  • Gain a clear understanding of customers’ needs and expectations. Plan, organise and manage your own time to deliver a high-quality service which gives taxpayers a good return for their money. Act to prevent problems by identifying issues, reporting them and providing solutions. Keep customers and all colleagues up to date with progress.
  • Show customers where to access relevant information and support that will help them to use services more effectively.

Delivering at Pace

  • Always work with focus and pace to get the job done on time and to a high standard.
  • Follow the relevant policies, procedures and rules that apply to the job. Use own knowledge and expertise to organise work. Keep focused on delivery and take responsibility for the quality of work produced. Keep a consistent level of personal performance. Keep managers and stakeholders updated on how work is progressing.

Ability

Essential

  • Ability to organise and prioritise work in the face of competing demands.

Experience

Essential

  • Experience of using Microsoft Office 365 applications, in particular Word and Excel.

Working Arrangements & Further Information


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.


Flexible working hours


The Ministry of Justice offers a flexible working system in many offices.


Benefits


The MoJ offers a range of benefits:


Annual Leave


Generous allowances for paid holiday starting at 25 days per year, and rising as your service increases. There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.


Pension


The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.


Training


The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.


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 any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

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 employees.


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 in the following order


1-      To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk);


2-      To Ministry of Justice Resourcing (resourcing-services@justice.gov.uk);


3-      To the Civil Service Commission (details available here)


The Civil Service embraces diversity and promotes equality of opportunity.


There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.


Grading Structure Review


The Ministry of Justice is currently undergoing a review of posts which are currently graded at Band A to realign our grading structure with the majority of the wider Civil Service.


Posts advertised at Band A may be graded at either Grade 6 or Grade 7 once the review has taken place.  


Expected: w/c 16 March 2020

10/02/2020, 23:55 hours.

If you require any assistance please call 0845 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk Please quote the job reference - 31990.

To apply for roles in MOJ you will need to confirm your employment history for at least 3 years prior to the date of application so that pre-employment checks (BPSS) can be undertaken. If you have spent significant time abroad (a total of 6 months in the past 3 years) you would be required to give a reasonable account of the reasons why. 

For some roles you will be required to successfully complete National Security Vetting at Counter Terrorism (CTC), Security Clearance (SC) or Developed Vetting (DV) level as a condition of appointment. To meet CTC/SC/DV requirements you will normally need to have been resident in the UK for at least 3/5/10 years prior to the date of application (The level of checks that are required are stated in the advert).

If you do not meet the above requirements, you may still be considered if, for example:

  • You've been serving overseas with HM Forces or in some other official capacity as a representative of HM Government
  • You were studying abroad
  • You were living overseas with parents

In such cases you will need to be able to provide referee cover for the period(s) of residence overseas. The duration of overseas residence and the country of abode will also be taken into account.

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. To find out more about Success Profiles to support your application please click here for further guidance.

if you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance

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
Working Together - word limit
Developing Self and Others - word limit
Managing a Quality Service - word limit
Delivering at Pace - word limit
Experience
Statement of Suitability - 250 word limit

Interview stage assessments

There is 1 interview stage for this vacancy.
Strengths may also be assessed at interview but these are not shared in advance.

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. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit : https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

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'.

MoJ are able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidate's will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

This job is broadly open to the following groups:

· UK nationals

· 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) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families

· 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

Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules

This Vacancy is closed to applications.