Admin Officer

Ministry of Justice; West End; Hybrid; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Annual leave 25 days

LGPS pension

Job summary

Ministry of Justice is seeking a divisional administrative professional based in the PS regional office to support business-specific and transactional office activities across the regional PS Division. You will work with the team to ensure efficient provision of administrative services and cover multiple roles during leave or sickness.

The role involves producing documents, reports, maintaining processes, and contributing to continuous improvement of administrative systems.

Qualifications

• Experience of providing a wide range of business service support activities.
• Previous administrative experience.
• NVQ Level 2 or equivalent, RSA III (gained or working towards) or equivalent qualification such as CLAIT Advanced.

Responsibilities

• Provide a wide range of business service support activities.
• Maintain administrative systems and records with a focus on accuracy.
• Support HR, ICT, and procurement processes across the division.

Skills

Office administration

Microsoft Office

Data handling

Customer service

Education

NVQ Level 2 or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

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

Provide a full range of support services to the PS Division, which will include the provision of a broad range of administrative functions as determined by the Divisional Support Hub Manager but which may include:

• HR
  • o Absence management recording
  • o Vetting administration and co-ordination
  • o Appraisal, reward and recognition recording
  • o Gift & Hospitality register updating
  • o Training administration
  • o Maintaining up to date divisional organisational charts
  • o Health & Safety administrative support
• ICT
  • o Change requests processing
  • o Local information management using established Probation systems
  • o Quantum point of contact
• Procurement
  • o I-Proc (requests)
• Other
  • o Assisting with the design, development and maintenance of computerised and manual records
  • o To work closely with the local senior management team to ensure that consistent processes are used within the local Probation teams
  • o Assisting with the production of core process maps which detail operational Probation processes as well as Corporate Support processes
  • o Processing and recording documents in relation to goods and services
  • o Administering room bookings, meetings and events
  • o Responding to external and internal telephone enquiries and personal callers
  • o Hire Car Booking administration
  • o General Office Administration
  • o Handling printing requests
  • o Circulating Alert office notifications as required
  • o To use keyboard skills to produce and present documentation effectively
  • o To respond to correspondence and queries as required
  • o To record, supply and retrieve accurate data from computerised systems and provide management information to strict deadlines
  • o To organise and store efficiently paper based information
  • o To deal with sensitive and confidential data in accordance with data protection requirements
  • o To work closely with Shared Services to ensure appropriate protocols and procedures are followed
  • o Use communication effectively

• Provide 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 MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone's circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks. 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. Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS' Flexible Working policy.

As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns. You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team. For more information on applying for a role as a candidate with a disability or long-term condition, please watch our .

Diversity & Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the and the .

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.

For further details about the initiative and eligibility requirements visit: Redeployment Interview Scheme Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'. MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

Civil Service Nationality Rules

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Changing and Improving

• Leadership
• Working Together
• Managing a Quality Service
• Delivering at Pace

Essential Experience

• Experience of providing a wide range of business service support activities
• Previous administrative experience

Technical requirements

• NVQ Level 2 or equivalent, and RSA III (gained or working towards) or equivalent qualification such as CLAIT Advanced
• IT Skills: Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e. Lotus Notes)

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, plus public holidays. Leave for part-time and job share posts will be calculated on a pro-rata basis
• Pension The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF). Please visit www.gmpf.org.uk for further information. Please note: Any current Civil Servant who is a member of the PCSPS, by accepting an offer of employment to the National Probation Services