24752 - Admin Support
The role provides diary and administrative support to the Executive Director of HMPPS in Wales. The environment is demanding and the jobholder will need to work at pace and deal with competing demands to assist the Executive Director with their day to day duties and delivery of the Agency’s key objectives.
There is the possibility that this role will be extended or made permanent
Overview of the job
The post holder will be responsible for maintaining administrative processes within specified timescales for their area of work.
The post holder will provide administrative support within their team / unit / group. Responsibilities include meeting support, collation of routine information, maintenance of databases and ad hoc administrative tasks
Responsibilities, Activities & Duties
The job holder will be required to carry out the following responsibilities, activities and duties:
- Organisation of meetings / events, distribution of papers, support taking minutes/notes and writing up minutes
- Provides a first line of response to telephone calls to the department and directs callers as appropriate to the relevant member of staff.
- Act as first point of contact for general administrative support as and where required. This may involve chasing up outstanding information, updating and closing down cases on the tracking system, retrieving files/ information and interrogating databases to obtain information.
- Organise, produce and maintain accurate records for area of work
- Act as contact point for all communications to the team. Prioritise and distribute communications to the appropriate person or relevant department
- Prepare paperwork for checking by manager, conducting initial checks as required
- Act as I-Procurement and Quantum Point of Contact requisitioner
- Maintaining, logging and processing documents for the unit within given timeframe.
- Monitor the functional mailbox(s) action any issues and where needed log the request in the relevant folder/spreadsheets,
- Collate stationary request acting as requisitioner for the group
- Maintain and create relevant databases and ensure they contain accurate data , routinely quality assuring them – this can include restricted or confidential information
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.
For the purpose of selection the following competencies will be measured:
- Leading and Communicating
- Collaborating and Partnering
- Delivering at a pace
- Seeing the Big Picture
Essential Skills, Qualifications, Accreditation & Registration
- Good communication skills and the ability to communicate at all levels of the organisation
- Good working knowledge of Microsoft word, excel
HMPPS in Wales: Vacancy Attraction Statement
Preventing victims by changing lives
HMPPS in Wales works in an integrated way to keep communities in Wales safer and to give the men and women we work with the opportunity to change their lives. We commission and provide offender management services in the community and in custody to deliver the orders of the courts and support rehabilitation. Our aim is to deliver outstanding, seamless offender management services in Wales that protect the public, reduce reoffending, deliver value for money and support our partners.
The Welsh Language Scheme
Welsh Language skills for this post are desirable.
HMPPS yng Nghymru: Datganiad i ddenu Ymgeiswyr i wneud cais am Swydd Wag
Atal pobl rhag dod yn ddioddefwyr trwy newid bywydau
Mae HMPPS yng Nghymru yn gweithio mewn ffordd integredig i gadw cymunedau yng Nghymru yn fwy diogel, a rhoi cyfle i’r dynion a’r merched hynny rydym yn gweithio â hwy i newid eu bywydau. Rydym yn comisiynu a darparu gwasanaethau rheoli troseddwyr yn y gymuned a’r carchar i weithredu gorchmynion y llysoedd a chefnogi adsefydlu. Ein nod yw darparu gwasanaethau rheoli troseddwyr ardderchog ac esmwyth yng Nghymru sy’n gwarchod y cyhoedd, lleihau aildroseddu, cynnig gwerth am arian a chefnogi ein partneriaid.
Y Cynllun Iaith Gymraeg
Mae sgiliau iaith Gymraeg yn ddymunol ar gyfer y swydd hon.
Working Arrangements & Further Information
Some of MoJ’s, including HMPPS, 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 for this post are 37 hours per week excluding breaks which are unpaid.
If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.
The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment.
-The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.
Bank, Public and Privilege Holidays
-You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment
-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.
Work Life Balance
-HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ
Season Ticket Advance
-After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work
-HMPPS offers a childcare vouchers scheme. The scheme enables staff to take part of their salary in the form of Childcare Vouchers. This is known as a Salary Sacrifice. The vouchers can then be used to help meet the costs of any form of registered or approved childcare for children aged 0-16. The vouchers are exempt from tax and National Insurance contributions
-HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes
-There are opportunities to access promotion programmes and HMPPS provide a variety of training appropriate to individual posts
-All staff receive security and diversity training and an individual induction programme into their new roles
-All candidates are subject to security and identity checks prior to taking up post
-All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS
-All staff are required to declare whether they are a member of a group or organisation which HMPPS considers to be racist
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.
20/03/2019, 23:55 hours
Closing Date: 20th March 2019 at 23.55 hours
If you require any assistance please call 0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Mojemail@example.com. Please quote the job reference.
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.
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.