23034 - Hub Admin Support - SW & SC Prisons Hub

Ministry of Justice; Wotton-under-Edge; On-site; GBP 23,000 - 27,000; Full time

Job summary

The Ministry of Justice is seeking an organised Administrator to provide high-quality support across the South West and South Central prisons hub. The role requires regular travel between establishments and close collaboration with senior leaders to keep operations smooth and efficient.

You will handle general admin duties, diary management for Senior Managers, vetting processes, procurement, and IT support within the hub, ensuring timely responses and accurate data handling.

Qualifications

• Experience providing general administrative support and diary management.
• Ability to monitor and action items from shared mailboxes.
• Experience with procurement systems and creating purchase orders.
• Strong communication with stakeholders and colleagues.

Responsibilities

• Be the first point of contact for general administrative support, including booking meeting rooms and equipment.
• Monitor the Directorate mailbox and log requests in the appropriate folder/spreadsheet.
• Provide diary management and administrative support for Senior Managers.
• Act as the Directorate QPC, logging and processing CRS cases until completion.
• Arrange meetings, prepare materials, take and write up minutes to a high standard.
• Order items via i-procurement, ensuring forms are correct and in line with policy.
• For non-catalogue items use Government Procurement Card (GPC) and record purchases with PO numbers.
• Record sickness absences on Oracle for staff in the defined work area.
• Act as Vetting Contact Point and process vetting documentation with SSCL.
• Coordinate bulk printing requests and distribute to recipients.
• Respond to general IT queries and provide basic IT support for the area.
• Manage complaints and queries as Directorate SPOC and maintain distribution lists.

Skills

Diary management

Administrative support

Stakeholder communication

Travel coordination

Tools

i-procurement system

Oracle

Ge​neral GPC usage

Job description

23034 - Hub Admin Support - SW & SC Prisons Hub

The South West and South Central prison Hub are looking for an organised and proactive Administrator to join our team, providing high-quality support across two Prison Group Directorates. This is a varied and rewarding role where you will work closely with senior leaders, colleagues, and stakeholders to help ensure everything runs smoothly and efficiently.

To maintain strong partnerships and provide effective support, regular travel between establishments will be required. Although travel is not expected on a daily basis, candidates should be prepared to visit sites approximately once a week, in line with business needs.

The job holder will undertake a share of the transactional activity associated within the Administration Hub. This includes processing most or all of the following categories of paperwork and inputting data ready for checking and onward transmission to the Hub Manager:

• Fixed and local assets
• Quantum Point of Contact
• Procuring goods and services
• Distributing Communications to various stakeholder groups

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

• To be the first point of contact for general administrative support which will include; dealing with face to face enquiries, booking meeting rooms, projectors, flipcharts, teleconference facilities
• To monitor the Directorates functional mailbox, actioning any issues and where needed logging the request in the relevant folder/spreadsheet
• Provide Diary management and administrative support for Senior Managers
• To act as the Directorate QPC, logging and processing CRS cases, overseeing the case until completion.
• Arrange meetings, including all the preparation work, taking minutes/notes and writing up the minutes to a high standard
• Order items from i-procurement system, ensuring forms are completed correctly and in line with policy.
• For non-catalogue/ad hoc items the use of a Government Procurement Card (GPC). Receipt procured items with issued Purchase Order numbers
• Enter sickness absences on Oracle for staff in the defined work area
• Act as Vetting Contact Point, verifying vetting documents, signing copying, filling in forms and sending onto the SSCL to be processed
• Deal with problems relating to the facilities in defined work areas reporting any faults with equipment and communal areas for example kitchen
• Be required to arrange bulk printing request and distribute to recipients
• Respond to general IT queries and provide basic IT support for the defined area of work and ordering copier supplies through HP (Hewlett Packard)
• Act as Directorate SPOC to manage complaints, queries and requests
• To be responsible for maintaining distribution lists and distribute all communications to key groups.

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.