10117 - Business Administration Specialist - Dogs & DST Southern Region - London

Ministry of Justice; Rochester; On-site; GBP 22,000 - 27,000; Full time

Job summary

A government agency in Rochester is seeking an Administrative Support Officer to provide essential assistance to staff members. The role involves managing secretariat tasks, coordinating responses to information requests, and providing general administrative support. Ideal candidates will have strong communication skills and proficiency in Microsoft Office. This position offers an opportunity to contribute to the efficiency of public services.

Qualifications

• Strong ability to communicate at all levels of the organisation.
• Proficient in Microsoft Word and Excel.

Responsibilities

• Provide secretariat support to meetings, including preparation and minutes.
• Assist with managing local activities and data collation.
• Coordinate responses to information requests.

Skills

Good communication skills

Good working knowledge of Microsoft Word

Good working knowledge of Excel

Job description

Overview

The job holder will be required to provide administrative support and assistance to staff members within their Directorate. Providing a professional and efficient service.

The jobholder will be responsible for carrying out administrative processes, maintaining systems and will act as first point of contact for all HMPPS, MOJ and wider criminal justice stakeholder enquiries arriving into their team, via functional mailboxes, telephone or mail.

Responsibilities, Activities & Duties

• To provide secretariat support to meetings, including all preparation of work, taking minutes/notes.


• Assist with the management of local activities for example business continuity, use of government procurement card, sickness absence management. Assist with the collation of data and other management information requirements.


• Co-ordinate/draft responses to information requests under Freedom of Information and Data Protection Acts and / or Parliamentary Questions.


• Support and advise staff and management with queries and current personnel policies and procedures.


• Provision of general administrative duties including face to face, email enquiries, booking meetings, diary management etc.


• To maintain administration databases to record and monitor information & produce monthly reports on these. Ensure that data entered into local and national systems is accurate and in accordance with agreed timescales.


• To contribute to the review and development of systems, including procedures regarding the review of all specialist support systems and processes to identify and implement efficiency improvement measures, as required.


• Assist the Budget holder with financial planning and maintenance of financial records.


• Provide management with management information relating to the relevant area.


• Act as first point of contact for relevant external stakeholders.


• Monitor the functional mailboxes, action any issues and where needed log the request in the relevant folder/spreadsheet.


• Provision of general administrative support which will include; dealing with face to face and e-mail enquiries, booking meetings, booking laptops, projectors, flipcharts, teleconference facilities.

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.

Behaviours

• Making Effective Decisions


• Seeing the Big Picture


• Delivering at Pace


• Working Together


• Changing and Improving

Essential Experience

N.B. Converting job descriptions to the new Success Profile format means areas captured in experience could also be assessed as a strength. Vacancy managers should use their own judgement to decide where best to assess these.

Good communication skills and the ability to communicate at all levels of the organisation

Technical requirements

Good working knowledge of Microsoft Word, Excel