43555 - Administrative Officer

£18,463 - £22,257
1
12 Months
East of England, South East
Basildon , Bedford , Brighton and Hove , Guildford , Ipswich , Luton , Maidstone , Northampton , Norwich , Peterborough
NPS 1 DRAYTON ROAD NORWICH, NR3 2DF, NPS 1 FELMORES BASILDON, SS13 1RN, NPS 162 MARINE PARADE BRIGHTON, BN2 1EJ, NPS 32 TONBRIDGE ROAD MAIDSTONE, ME16 8SH, NPS 36-40 NAPIER ROAD LUTON, LU1 1RG, NPS 37 FUCHSIA LANE IPSWICH, IP4 5AA, NPS 45-48 LOWER MEADOW COURT NORTHAMPTON, NN3 8AX, NPS 5 WESLEYAN ROAD PETERBOROUGH, PE1 3RW, NPS 78-80 CHAUCER ROAD BEDFORD, MK40 2AP, NPS HILLSIDE COTTAGE GUILDFORD, GU2 4EE, NPS THE COTTAGE IPSWICH, IP1 6LH
Other
NPS Pay Band 2 National
Fixed Term
Up to 12 Months
Full Time
Administration / Corporate Support

We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. To find out more about how we champion diversity and inclusion in the workplace, visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity

An exciting opportunity has arisen for a full time Administrative Officer to support the three Area Managers in the South East and Eastern division of the Approved Premises. This is a fixed term contract for 12 months with a possibility of this being extended. This role will give the successful candidate experience and insight into the work of the National Probation Service and in particular, the Approved Premises within the Criminal Justice System.

The successful candidate will be required to undertake the following duties:

  • Supporting the Area Managers and the Senior Management Team by undertaking Administrative tasks
  • Arranging and co-ordinating meetings for the area managers
  • Other ad-hoc Administrative duties as per the job description

The duties/responsibilities listed above describe the post as it is at present and is not intended to be an exhaustive list

The base location for this role will be subject to negotiation upon being successful. In addition you will need to have the ability to travel to meetings across the division.

for informal enquiries please contact Steve Smith - Business Manager on Tel: 07813 361207

Overview of the role: The below job description is generic for the grade and the successful candidate will not necessarily be working to some of the responsibilities and duties listed.

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:

  • 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 NPS 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
  • ƒMaintaining up to date divisional organisational charts
  • Health & Safety administrative support

ICT

  • Change requests processing
  • Local information management using established Probation systems
  • Quantum point of contact

Procurement

  • I-Proc (requests)

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
  • 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.

Behaviours

  • 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)

The successful candidate will provide support to the three Area Managers and the Approved Premises senior leadership Team.

Working Arrangements & Further Information

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

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after ten years’ service.

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 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.

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.

Eligibility

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

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.

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.

To be confirmed nearer the time & will be conducted virtually by Microsoft Teams.

19/05/2021, 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 - 43555.

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.

In the event that we receive a large volume of applications we reserve the right to conduct the sift based on one lead behaviour. The chosen lead behaviour for this campaign is Delivering at Pace.
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
Delivering at Pace - 250 word limit
Working Together - 250 word limit
Changing and Improving - 250 word limit
Leadership - 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.
Behaviours
Delivering at Pace
Working Together
Changing and Improving
Leadership

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.