12904 - Administrative Officer - Yorkshire and the Humber Probation Service

Ministry of Justice; York and North Yorkshire; On-site; GBP 25,000 - 35,000; Full time

Job summary

A key government department in the UK is seeking an administrative support professional to enhance the delivery of divisional functions. The role includes document production, maintenance of administrative systems, and collaboration with teams for effective operations. Candidates should be capable of managing sensitive information, multi-tasking, and engaging in effective communication. Familiarity with HR and procurement processes is beneficial. The position is critical for ensuring compliance and operational efficiency within the division.

Qualifications

• Ability to support multiple teams/functions and cover for absences.
• Strong communication skills and ability to manage confidential data.

Responsibilities

• Production of documents and reports using computer systems.
• Administering room bookings, meetings and events.
• Processing and recording documents for goods and services.

Job description

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
  • 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 are 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.