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

Ministry of Justice; United Kingdom; On-site; GBP 25,000 - 30,000; Full time

Job summary

A government agency in the United Kingdom is seeking an administrative support professional who will provide essential assistance to staff members. The role includes managing stakeholder inquiries, organizing meetings, and maintaining systems using Microsoft Word and Excel. Successful candidates will demonstrate strong communication abilities and professionalism in a dynamic administrative environment.

Qualifications

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

Responsibilities

• Provide secretariat support to meetings and take minutes.
• Assist with managing local activities and data collation.
• Co-ordinate responses to information requests.
• Provision of general administrative duties including diary management.
• Maintain administration databases and produce reports.
• Act as first point of contact for external stakeholders.

Skills

Good communication skills

Ability to communicate at all levels

Tools

Microsoft Word

Microsoft 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.

Summary

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.

They will have no direct line management responsibilities but will have regular contact, in an administrative capacity, with internal and external stakeholders including at a Senior level. They will be relied upon to act at all times with professionalism and discretion and in a way that reinforces and enhances the positive reputation of HMPPS.

The post holder also undertakes a variety of specific activities and duties, for which they are held personally accountable, commensurate with their grade.

Responsibilities, Activities & Duties

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