24943 - Administrative Assistant
Overview of the job
This is an administrative role based within the National Probation Service (NPS) Directorate in NOMS. 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.
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 and 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.
The following competencies from the Civil Service Competency Framework will be used for selection purposes:
- Changing and Improving
- Leading and Communicating
- Managing a Quality Service
- Showing Drive and Resilience
Essential Skills /Qualifications/Accreditation /Registration
An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh
- GCSE A*-C Grade (or equivalent) including Maths and English (and Welsh where applicable) or proven track record in commensurate role
- Relevant experience, NVQ Level 2 Administration (or equivalent)
- Good communication skills, both verbal and written.
- Good keyboard and word processing skills Ability to work both independently and as part of a team
- Good interpersonal skills
- Awareness of Health and Safety processes (Training will be given as required)
- Skills for defusing difficult situations, including aggressive language or behaviour
- Conversant with standard ICT applications including Word. Excel, and email
- Experience of money handling and basic reconciliation
Hours of Work and Allowances
Core hours include regular unsocial hours (evenings and/or weekends) as determined by the business need
Working Arrangements & Further Information
Standard working hours are 37 hours per week excluding breaks which are unpaid.
The MoJ offers a range of benefits:
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.
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.
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
- 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.
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.
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.
22/03/2019, 23:55 hours
Closing Date: 22nd 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.
Effectiveness in this area is about being consistently motivated, committed and able to perform duties in all situations. People who are effective maintain a personal conviction when faced with resistance. Those who work in establishment must retain a professional approach when confronted by aggression and strong emotion from prisoners. At senior levels, it is about remaining focussed on achieving objectives in the face of resistance, organisational constraints or unforeseen problems.