16085 - Administration Officer

£17,417 - £21,605
5
12 Months
North East
Darlington
NPS 9 CORPORATION ROAD DARLINGTON, DL3 6TH
NPS Pay Band 2 National
Permanent
Full Time, Part Time, Part Time/Job Share, Flexible Working, Other
Administration / Corporate Support

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 and Duties

The job holder will be required to:

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 corordination
  • Appraisal, reward and recognition recording
  • Gift & hospitality register updating
  • Training administration
  • Maintaining 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

  • IrProc (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.

Competencies

The following competencies from the Civil Service Competency Framework will be used for selection purposes:

  • Changing and improving
  • Leading and communicating
  • Collaborating and Partnering
  • Managing a quality service
  • Delivering at pace

Qualifications

Essential

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

Desirable

  • GCSE Grade ArC in English and Maths (or equivalent)

Skills

Essential

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

Experience

Essential

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

Desirable

  • Demonstrate experience of effective communications, demonstrate experience of making successful critical decisions, and Operational experience of working in a Probation setting
The job holder must be able to fulfil all spoken aspects of the role with confidence in English or (when specified in Wales) Welsh.

Working Arrangements & Further Information

Standard working hours are 37 hours per week excluding breaks which are unpaid. Some posts within London are 35 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 salary sacrifice arrangements for childcare vouchers, and voluntary benefits such as retail vouchers and discounts on a range of goods and services.
  • 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.

Interview expected to take place end Feb dates to be confirmed

22/02/2018, 23:55 hours.

Closing Date: 22nd February 2018 at 23:55 hours


If you require any assistance please call 0845 241 5358 (Monday to Friday 8am-6pm) or email moj-recruitment-vetting-enquiries@sscl.gse.gov.uk. Please quote the job reference.

Enhanced Baseline Standard
Please note the successful applicant will need to undertake a Disclosure and Barring Security Check for this post.

Candidate Information

You may be required to provide statements describing your skills and experience relevant to each of the selection criteria. We recommend that you structure any examples as Situation, Task, Action and Result. For more information about the recruitment process and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

In the event of a large number of applications, we reserve the right to undertake the following processes:


  • An automated online test where a benchmark must be passed to progress;
  • A sift on the lead selection criteria. If this happens, the lead criteria will be the first one listed in the advert.

During the selection process, you may be asked to undertake an additional assessment (such as written test). If this is applicable you will be notified of this when you are invited to interview.



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
Changing and Improving
Collaborating and Partnering
Delivering at Pace
Managing a Quality Service

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

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.