59831 - Administration Officer - MCH/Corporate Hub

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

Successful candidates will be placed in one of two corporate hubs: the Corporate Hub or the Management Co-ordination Hub. As administrative officers, you will be the experts relied upon to complete key tasks under instruction from a senior administrative officer.

The Management Co-ordination Hub is a HR support hub designed to take time intensive administrative tasks away from management staff. The role involves completing admin functions across the range of probation systems and databases. Tasks often include:

• Occupational Health referrals,
• Preparation of requests for goods and services,
• Liaising with stakeholders on behalf of others, (e.g. tagging alerts)
• Processing IT requests,
• Supporting recruitment campaigns
• Assisting with attendance absence reporting and monitoring
• Maintaining spreadsheets for data collection (e.g. HR monitoring)
• Minute taking
• Signposting and provision of information and guidance

The Corporate Hub is a support hub that delivers procurement and other key services that are necessary to maintain the ongoing management of the probation service throughout the region. Tasks often include:

• Processing procurement requests on SOP and maintaining communication until fulfilment
• Liaising between internal and external stakeholders to achieve cost efficiencies
• Responding to general enquiries
• Centralised admin of PoP licence changes
• Facilitating service user management requests
• Processing data access requests
• Administration of security vetting services
• Performing on-site office responsibilities
• Distributing and dispensing of goods and mail

Locations: The probation service operates to government guidance and smarter working that may change from time-to-time.

All locations are considered as your base for the Management Coordination Hub and AOs are often placed within the PDU or function they specifically support. When permitted to do so, successful applicants may be required to travel to specific offices to support a PDU / function. At the request of the Management Coordination Hub's SAO, AOs may also be required to meet at the management headquarters in Birmingham.

In order to support key functions and the opening of the office during business hours, Corporate Hub AOs are usually based centrally at the management headquarters in Birmingham. Other base locations may be considered but candidates should be willing to support the needs of the management headquarters as and when required.

Overview of the job

This is a divisional administrative role based in the PS 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 PS 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 PS 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 & 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 PS 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 co-ordination
• 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

• 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 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.

Behaviours

• Changing and Improving
• Leadership
• Working Together
• Managing a Quality Service
• Delivering at Pace

Essential Experience

• Experience of providing a wide range of business service support activities
• Previous administrative experience

Technical requirements

• NVQ Level 2 or equivalent, and RSA III (gained or working towards) or equivalent qualification such as CLAIT Advanced
• IT Skills: Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e. Lotus Notes)