Admin Officer (Corporate Services) South Central
Ministry of Justice
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Benefits offered by this job
Job summary
Ministry of Justice is seeking a divisional administrative officer in Fareham to support the PS Division with a broad range of office-based tasks. You will produce documents, manage records and assist with process improvements across the regional team.
The role requires handling confidential data, coordinating meetings and liaising with senior management. Hybrid working is available, with standard hours and part-time options welcome where feasible.
Qualifications
- NVQ Level 2 or equivalent, RSA III or CLAIT Advanced qualification.
- IT skills include Word, Excel, Outlook and PowerPoint (or equivalent).
Responsibilities
- Provide a full range of administrative support to the PS Division.
- Produce documents and reports using computer systems.
- Maintain and improve divisional administrative processes and charts.
- Administer room bookings, meetings and events; handle enquiries and data records.
Education
Tools
Job description
Full Time, Part Time, Part Time/Job Share, Flexible Working
Vacancy Approach
External
Location
Fareham
Region
South Central, South East, South West
Closing Date
16-Sep-2026
Business Unit
NPS South Central Corporate Services (2021)
Post Type
Permanent
Other
Number of jobs available
1
Reserve List
12 Months
Job ID
21730
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.
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.
The job holder will be required to carry out the following responsibilities, activities and duties:
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:
- oAbsence management recording
- oVetting administration and co-ordination
- oAppraisal, reward and recognition recording
- oGift & Hospitality register updating
- oTraining administration
- oMaintaining up to date divisional organisational charts
- oHealth & Safety administrative support
- oChange requests processing
- oQuantum point of contact
- oAssisting with the design, development and maintenance of computerised and manual records
- to work closely with the local senior management team to ensure thatconsistent processes are used within the local Probation teams
- oAssisting with the production of core process maps which detail operational
- Probation processes as well as Corporate Support processes
- oProcessing and recording documents in relation to goods and services
- oAdministering room bookings, meetings and events
- oResponding to external and internal telephone enquiries and personal callers
- oHire Car Booking administration
- oGeneral Office Administration
- oCirculating Alert office notifications as required
- oTo use keyboard skills to produce and present documentation effectively
- oTo respond to correspondence and queries as required
- oTo record, supply and retrieve accurate data from computerised systems and provide management information to strict deadlines
- oTo organise and store efficiently paper based information
- oTo deal with sensitive and confidential data in accordance with data protection requirements
- oTo work closely with Shared Services to ensure appropriate protocols and procedures are followed
- Providing information, feedback and advice
- Influencing and persuading
- Participate in meetings where appropriate
- Using appropriate skills, styles and approaches
- Manage own resources and professional development
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 alternations 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.
- Changing and Improving
- Working Together
- Managing a Quality Service
- Delivering at Pace
- Experience of providing a wide range of business service support activities
- 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 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 aMoJoffice 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 withthe HMPPS’ Flexible Working policy.
The MoJ offers a range of benefits:
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
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 will be opted out of the PCSPS and auto enrolled into the Local Government Pension Scheme.
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender.
All candidates are subject to security and identity checks prior to taking up post
- A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
- Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
- For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.GOV.UK or Childcare Choices .You can determine your eligibility at https://www.childcarechoices.gov.uk/ .
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles .Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order
- To the Civil Service Commission (details available here )
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.
For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos .
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: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans
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.
- 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) https://www.gov.uk/settled-status-eu-citizens-families
- 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
A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.
250
Managing a Quality Service
Working Together
Delivering at Pace
We will assess your experience for this role via the following methods
Experience Questions
Experience Questions Application Form Question Word Limit
250
Evidence of Experience
Experience Questions
Interview Dates
Expected Early October
- Changing and Improving
- Working Together
- Delivering at Pace
Your Experience for this role will be assessed at interview. To learn more about Experience and how they are assessed
We will assess your experience for this role via the following methods
Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed
DBS Standard
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