84446 - Admin Officer - PS NSD Corporate Support Hub

£20,126 - £24,225 (plus a London Weighting Allowance of £4,126)
12 Months
London, South East
NPS Pay Band 2 London
Fixed Term , Loan , Secondment
End Date: 4th February 2025
Full Time, Other
Administration / Corporate Support

The National Probation Service has created a specialist, dedicated and highly skilled National Security Division, which provides an enhanced level of management and intervention for the most high-risk, complex and high-profile offenders in the community.

The National Security Division is based across 5 geographical units covering North of England, the Midlands, Wales and the South West, East of England and South Central and London and Kent, Surrey and Sussex. Each unit has operational satellite locations.

This role is based in the Corporate Support Hub for the National Security Division and supports the work of the entire division across England and Wales.

As an Administrative Officer you are a lynchpin of the National Security Division. Your role embraces many aspects of the Division such as HR, procurement, recruitment, communications and inbox management to mention a few. It is an all-encompassing role which gives you an insight into many aspects of the Division as well as how it runs and how it fits into the wider PS system. You will be part of a small team who work closely together to ensure all business needs of the division are met. 

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.


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:


•   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


•    I-Proc (requests)


•    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 and ensuring OOH emergency contact number is updated
•    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

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.


•    Changing and Improving
•    Leadership
•    Working Together
•    Managing a Quality Service
•    Delivering at Pace

Essential Experience

Demonstrate experience of providing a wide range of business service support activities, and demonstrate previous administrative experience

Technical requirements

NVQ Level 2 or equivalent, and RSA III (gained or working towards) or equivalent qualification such as CLAIT Advanced

Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e. Lotus Notes)

(plus a London Weighting Allowance of £ £4,126)

In addition this post attracts a London allowance payment which will be discussed at interview

There will be a requirement for staff within the National Security Division to apply for Enhanced Level 2 vetting clearance.

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 working hours are 37 hours per week excluding breaks which are unpaid. 


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


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.


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


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.


All candidates are subject to security and identity checks prior to taking up post


  • 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 in the following order

The Civil Service embraces diversity and promotes equal opportunities. 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.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.


To be confirmed

29/02/2024, 23:55 hours.

If you require any assistance please call 0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com

Please quote the job reference - 84446.

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

Delivering at Pace - 250 word limit
Changing and Improving - 250 word limit
Working Together - 250 word limit
Communicating and Influencing - 250 word limit
A sift based on the lead behaviour, Delivering at Pace, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.

Interview stage assessments

There is 1 interview stage for this vacancy.
Delivering at Pace
Changing and Improving
Working Together
Communicating and Influencing
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.