Administrative Officer

Ministry of Justice; Barnsley; Hybrid; GBP 20,000 - 25,000; Part time

Job summary

A governmental agency in the UK is seeking an Administrative Support role to assist the PS Division. This position includes a variety of administrative tasks, HR support, and document management. Candidates should possess NVQ Level 2 or equivalent and experience in business service support. The role offers hybrid working arrangements, allowing flexibility in work location while ensuring effective operational support within the Division. Competitive benefits include annual leave and training opportunities.

Benefits

25 days annual leave

Local Government Pension Scheme

Training and development opportunities

Flexible working policies

Qualifications

• Experience in providing wide-ranging business service support activities.
• Previous administrative experience preferred.
• Ability to manage and organize workload effectively.

Responsibilities

• Produce documents and reports using computer systems.
• Maintain administrative systems and processes.
• Provide HR and ICT support services.
• Administer room bookings, meetings, and events.

Skills

Business service support

Document production

Communication skills

IT skills

Education

NVQ Level 2 or equivalent

RSA III or equivalent qualification

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

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

• 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 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.

Some roles in probation require employees to have access to additional intelligence systems that require a higher level of vetting. An example of this, is the multi‑agency ‘Visor’ system. If you are applying for a role that requires you to access systems such as Visor, you will be expected to undertake additional vetting for this once you commence in post, in addition to the pre‑employment checks. This role will be 29.6 Hours per week.

Working Arrangements & Further Information

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.

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).

Benefits

• Annual Leave – 25 days on appointment, increasing 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).
• Training – The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
• Networks – Opportunity to join employee‑run networks that provide advice and support and enable the views of employees from minority groups to be expressed directly to senior management.
• Eligibility – All candidates are subject to security and identity checks prior to taking up post.
• Support – A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
• Flexible benefits – Voluntary benefits, retail vouchers and discounts on a range of goods and services.
• Other benefits – Potential implications for childcare vouchers, alternative government childcare support schemes including Tax Free Childcare.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants. 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 Transformative Business Services (0345 241 5358 (Monday to Friday 8am - 6pm) or email [e-mail]);
• To ministry of Justice Resourcing team ([e-mail]);
• To the Civil Service Commission (details available here).

Disability Confident Employer

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 animated videos.

Diversity & Inclusion

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

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: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

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'.