41681 - Admin Officer - Corporate Support Hub

£18,463 - £22,257
10
12 Months
Yorkshire and the Humber
York
NPS 108 LOWTHER STREET YORK, YO31 7WD
Other
NPS Pay Band 2 National
Permanent
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

Overview of the job

This is a regional administrative role based in the NPS regional office. The job holder reports to the Regional Support Hub Manager and supports the provision of business specific and transactional office based activities across the regional NPS.

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 regional administrative functions to ensure efficient and effective business support services are provided to the NPS Region. 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 Regional 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 Region, which will include the provision of a broad range of administrative functions as determined by the Regional 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
      • Maintaining up to date regional 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 accordancewith 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 advert shows the location of the role as 108 Lowther Street, York.  However, applicants should be aware that the office base for the regional hub in due course will be West Offices, York YO1 6GA.  There will be no re-direction payments made as a result of this change, applicants should consider West Offices as the intended office base.  At present, due to the Covid19 pandemic, staff are working flexibly between office and home.  It is anticipated that some flexible working will remain post-covid.


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.

Interviews to be held in the second week of March 2021

10/03/2021, 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 - 41681.

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 - 750 word limit
Technical Skills
Please provide a statement of no more than 250 words demonstrating your experience in the use of Microsoft Word, Excel, Outlook, PowerPoint, Teams including details of any relevant qualifications you may hold. - 250 word limit

Interview stage assessments

There is 1 interview stage for this vacancy.

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.