29574 - Administrative Assistant

£16,958 - £17,764 (pro rata if part-time)
2
12 Months
South West
Bath , Taunton
NPS 11 CANON STREET TAUNTON, TA1 1SN, NPS THE OLD CONVENT BATH, BA2 4JE
AA
NPS Pay Band 1 National
Permanent
Full Time, Part Time, Part Time/Job Share, Flexible Working, Other
Administration / Corporate Support

Overview of the job

This is an administrative role based within the National Probation Service(NPS) Directorate in HMPPS. The job holder reports to the designated Line Manager and supports the provision of business specific and transactional office based activities. The job holder works collaboratively with other team members to provide reception duties and a range of administrative support services.

The job holder may be expected to support a number of teams/functions within the operational area and is to offer support and cover during periods of absence, for which training will be provided.

The job holder must promote diversity and anti-discriminatory practice in the performance of the post in a way that embraces Equality and values Diversity. The post holder must adhere to all policies in respect of the sensitive/confidential nature of the information handled whilst working in this position.

NB: Core Hours include regular unsocial hours (evenings and/or weekends) as determined by the business need.

Summary

To provide an effective and efficient first point of contact with all visitors, telephone callers and undertake administrative functions in accordance with service policy and procedures.

Responsibilities, Activities & Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

  • To greet offenders and visitors, log their arrival and departure, ensure the appropriate member of staff is notified and issue visitor passes and security fobs as necessary
  • To be first point of contact for partner businesses that reside within the same building
  • To handle all queries, referring on when unable to resolve
  • To handle incoming and outgoing telephone calls, take messages and transmit to the appropriate person.
  • To deal with all mail items; incoming, outgoing and internal
  • To take bookings, support and service meeting rooms including training event registration as required
  • To support the allocation and booking of hot desks, car parking and pool cars as required
  • To pay bus fares/travel warrants to offenders and handle day to day petty cash
  • To assist in maintaining Health and Safety and security aspects of the premises, including the testing of fire alarms, testing panic alarms, monitoring CCTV and assisting evacuation measures
  • To log building faults and incidents and keep a log of maintenance and repairs
  • To ensure faults are reported and servicing requests for equipment are made with suppliers and contractors
  • To assist with scanning and archiving as required
  • To access databases for information as necessary and input information as required
  • To practice safer working and adhere to data protection, confidentiality policies and legislation    
  • To order office stationery in liaison with the line manager

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. Significant adjustments may require re-examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder. An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh

Behaviours    

  • Changing and Improving      
  • Communicating and Influencing      
  • Managing a Quality Service       
  • Delivering at Pace

Strengths

It is advised strengths are chosen locally, recommended 4-8

Essential Experience

Technical requirements

GCSE A*-C Grade (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in commensurate role

Conversant with standard ICT applications including Word. Excel, and email

Hours of Work (Unsocial Hours) Allowances

Core hours include regular unsocial hours (evenings and/or weekends) as determined by the business need

The job holder must be able to fulfil all spoken aspects of the role with confidence in English or (when specified in Wales) Welsh.

Languages
English - verbal and written

We are looking to recruit x2 Administrative Assistants, 1 full time position in Bath and 1 part time position (23hrs per week) in Taunton.

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

Generous allowances for paid holiday starting at 25 days per year, and rising as your service increases. 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.

Interviews will expected to be held w/c 04.11.19

21/10/2019, 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@sscl.gse.gov.uk. Please quote the job reference - 29574.

If you would like further information about the job role please contact Leanne Bright, Senior Administrative Officer on 01823 726408 or Leanne.bright@justice.gov.uk

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

Experience
Statement of Suitability - 500 word limit

Interview stage assessments

There is 1 interview stage for this vacancy.
Behaviours
Delivering at Pace
Making Effective Decisions
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.