41360 - Learning Services Administrator (NPS) x 10 - Fixed Term (12 months)

£21,170 - £30,324 (Salary will depend on location)
12 Months
Fixed Term
Up to 12 Months
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

The role will sit within MoJ People Group – NPS Learning Services Team

  • The learning administrator is a national role, with responsibility for scheduling and coordinating the delivery of learning to HMPPS/NPS staff.
  • Delivery of good learning experiences and providing learning that responds to issues raised through HMIP / SFO reports is crucial in ensuring HMPPS / NPS staff have the skills and knowledge they need to deliver a professional service. The effective scheduling and management of the learning coaches is critical in successful delivery of learning.
  • Largely training is delivered virtually via the use of MS Teams or Skype. This can be done in a home or office environment. The learning delivery administrator will need to be familiar with the systems used by learning coaches to deliver Learning & Development activity.
  • This role involves implementing the activities and requirements to manage the successful delivery of the Learning and Development curriculum.
  • The Learning administrator will need to work closely with other parts of the organisation and with other colleagues in HMPPS L&D to coordinate the delivery of the learning packages.


Providing administrative support ensuring that staff are supported through efficient processes, maintaining administration systems within specified timescales to support the delivery of evidence based, quality assured learning; ensuring a good learning experience for HMPPS/NPS staff, in a way that models inclusion and which meets the desired learning outcomes of individual learners and enables the HMPPS business vision and plan.

  • The post holder is responsible for coordinating and scheduling learning for HMPPS / NPS staff.
  • The post holder will coordinate and manage the assignment of the learning coaches, ensuring effective delivery of NPS business specific learning.
  • Work with lead L&D colleagues to identify L&D requirements and development of action plans.
  • Work with L&D colleagues to identify and plan for delivery against the learning demand pipeline.
  • Adhere to staff L&D plans within timeframes.
  • The post holder will need to be confident in the use of NPS software systems and platforms to support virtual learning delivery e.g. MS Teams, Skype Zoom.
  • Coordination and management of all NPS L&D activities to meet the needs of the business.
  • Deploy L&D resource efficiently and effectively to meet business aims/objectives and national targets.
  • Contribute to and support the transition to the new L&D delivery model for the NPS.

The post holder must adhere to all policies in respect of the sensitive/confidential nature of the information handled whilst working in this position.

Responsibilities,   Activities and Duties:

The job holder will be required to carry out the following responsibilities, activities and duties:

  • The post holder is required to manage the administration of a portfolio of HMPPS/NPS business specific training programmes, within the specified time frame, ensuring adherence to L&D Group protocols and relevant HMPPS/NPS policies.
  • Responsible for setting up and maintaining accurate schedules for the delivery of learning.
  • Liaise with learning product owners and / or learning project managers to forecast learning scheduling demand.
  • Set, issue and monitor mandatory learning.
  • Identify appropriate learning coaches to meet the demand; scheduling and coordinate their availability to meet the business learning requirements.
  • Identify and book learning venues, ensuring appropriate equipment and accessibility needs are met.
  • Allocate learning resources to learners and/or allocate learners to cohorts.
  • Create and send out joining instructions, within the agreed timeframes; respond to learner queries and/or concerns ahead of the learning event.
  • Organise and manage pre-engagement with learners / learning cohort(s) as required.
  • Send out and collate learning evaluation / feedback.
  • Monitor learner uptake, flagging cancellation risks
  • If appropriate, the post holder will be responsible for updating IT training databases as required.
  • Support the transformation of the L&D model, championing change, whilst delivering the required objectives ensuring that the delivery of service received by NPS is unaffected.
  • Engage and influence internal and external stakeholders to effectively implement national L&D priorities and to address emerging issues.
  • Attend meeting as required to ensure the effective and efficient delivery of L&D priorities.
  • Undertake investigations for disciplinary, grievance and other hearings.
  • Lead on HMPPS/NPS Communications on a range of L&D products including promotion of NPS qualifications and L&D.
  • Where appropriate, support the coordination and delivery of train-the-train and continuous professional development workshops for learning coaches.
  • Demonstrate pro-social modelling skills by consistently reinforcing pro-social behaviour and attitudes and challenging anti-social behaviour and attitudes.
  • Work within the aims and values of NPS and HMPPS implement HMPPS Equality Strategy
  • Represent the NPS at national partnerships and development meetings in line with lead and decision-making responsibilities
  • Contribute to L&D continuous improvement, providing coordination support for specific projects/portfolios.
  • The post is non-operational and can be located anywhere in England or Wales but requires travel across regions to manage geographically dispersed learning coaches and facilitators.
  • Receive and distribute information and communications in an appropriate manner, e.g. telephone, paper, e-mail.
  • Organise the availability of appropriate equipment, materials, and facilities for activities relating to the delivery of learning.
  • Report faulty equipment and / or materials to Manager and arrange for replacement/ repair as agreed.

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 undertake additional tasks commensurate with their grade.

Success Profiles:

Please see attached.        

  • Delivering at pace
  • Making effective decisions
  • Working Together
  • Changing and improving
  • Managing a quality service

Essential Skills, Qualifications, accreditation and Registration

  • Strong organisational skills, planning and attention to detail
  • Excellent communication and presentation skills
  • A commitment to fostering the development of a diverse workforce
  • Knowledgeable in current operational practices.
  • Competent and capable in the use of NPS technology.
  • Advanced skills in relevant MS‐Office applications
  • Professional understanding of complex L&D issues requiring extensive professional/specialist L&D knowledge and experience.

Hours of Work

37 hours per week – flexible working arrangements will be considered.

Due to programme funding, these posts will be fixed term for 12 months initially but have the potential to be extended for at least an additional 12 months.

National – could be deployed on a flexible location basis.

In the event that we receive a large amount of applications we may end the vacancy early.

Working Arrangements & Further Information

Some of MoJ’s 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.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices.


The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five 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.


The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.


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 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.


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 employees.

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. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

1-      To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);

2-      To Ministry of Justice Resourcing (resourcing-services@justice.gov.uk);

3-      To the Civil Service Commission (details available here)

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.

Grading Structure Review

The Ministry of Justice is currently undergoing a review of posts which are currently graded at Band A to realign our grading structure with the majority of the wider Civil Service.

Posts advertised at Band A may be graded at either Grade 6 or Grade 7 once the review has taken place.  

Expected April 2021

04/03/2021, 23:55 hours.

If you require any assistance please call 0845 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com Please quote the job reference - 41360.

To apply for roles in MOJ you will need to confirm your employment history for at least 3 years prior to the date of application so that pre-employment checks (BPSS) can be undertaken. If you have spent significant time abroad (a total of 6 months in the past 3 years) you would be required to give a reasonable account of the reasons why. 

For some roles you will be required to successfully complete National Security Vetting at Counter Terrorism (CTC), Security Clearance (SC) or Developed Vetting (DV) level as a condition of appointment. To meet CTC/SC/DV requirements you will normally need to have been resident in the UK for at least 3/5/10 years prior to the date of application (The level of checks that are required are stated in the advert).

If you do not meet the above requirements, you may still be considered if, for example:

  • You've been serving overseas with HM Forces or in some other official capacity as a representative of HM Government
  • You were studying abroad
  • You were living overseas with parents

In such cases you will need to be able to provide referee cover for the period(s) of residence overseas. The duration of overseas residence and the country of abode will also be taken into account.

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.

In the event that we receive a large volume of applications we reserve the right to conduct the sift based on one lead behaviour. The chosen lead behaviour for this campaign is Managing a Quality Service.
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

This Vacancy is closed to applications.