Business Administration Specialist

Ministry of Justice; London; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A government department in London seeks an administrative support officer to deliver efficient service and handle stakeholder inquiries. The role includes providing secretariat support, managing databases, and assisting with financial planning. Successful candidates should have strong communication skills and proficiency in Microsoft Word and Excel, with flexibility for hybrid working arrangements available.

Qualifications

• Ability to communicate at all levels of the organisation.
• Various experience requirements as described in the original posting.

Responsibilities

• Provide secretariat support to meetings, including taking minutes.
• Assist with financial planning and maintenance of records.
• Co-ordinate responses to information requests.

Skills

Good communication skills

Proficient in Microsoft Word

Proficient in Microsoft Excel

Job description

Overview

The job holder will be required to provide administrative support and assistance to staff members within their Directorate, delivering a professional and efficient service. The post holder will carry out administrative processes, maintain systems, and act as the first point of contact for all HMPPS, MOJ and wider criminal justice stakeholder enquiries arriving into their team via functional mailboxes, telephone or mail. They will have no direct line management responsibilities but will have regular contact, in an administrative capacity, with internal and external stakeholders including at a senior level. They are expected to act at all times with professionalism and discretion and in a way that reinforces and enhances the positive reputation of HMPPS. The post holder undertakes a variety of specific activities and duties, commensurate with their grade.

Responsibilities, Activities & Duties

• To provide secretariat support to meetings, including all preparation of work, taking minutes/notes.
• Assist with the management of local activities (e.g., business continuity, use of government procurement card, sickness absence management). Assist with the collation of data and other management information requirements.
• Co-ordinate/draft responses to information requests under the Freedom of Information and Data Protection Acts and/or Parliamentary Questions.
• Support and advise staff and management with queries and current personnel policies and procedures.
• Provision of general administrative duties including face to face, email enquiries, booking meetings, diary management, etc.
• Maintain administration databases to record and monitor information and produce monthly reports; ensure data entered into local and national systems is accurate and within agreed timescales.
• Contribute to the review and development of systems, including procedures regarding the review of all specialist support systems and processes to identify and implement efficiency improvements.
• Assist the Budget holder with financial planning and maintenance of financial records.
• Provide management with management information relating to the relevant area.
• Act as first point of contact for relevant external stakeholders.
• Monitor the functional mailboxes, action issues, and where needed log the request in the relevant folder/spreadsheet.
• Provision of general administrative support including dealing with face to face and e-mail enquiries, booking meetings, booking laptops, projectors, flipcharts, and teleconference facilities.

The duties and responsibilities described are current at the time of publication and are not exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level as required.

Hybrid Working and Location

MoJ offers Hybrid Working arrangements where business needs allow. This is informal, non-contractual flexible working that blends working from the base location, other MoJ sites, and/or from home. Some roles may not be suitable for Hybrid Working and arrangements will be discussed and agreed with the successful candidate(s).

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 completion of pre-employment checks.

Terms, Conditions and Benefits

Standard full time working hours are 37 hours per week excluding breaks (unpaid). HMPPS welcomes part-time, flexible and job-sharing working patterns where feasible. Applications for part-time or flexible patterns will be considered in accordance with the HMPPS Flexible Working policy.

If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years, subject to Business Unit approval before confirmation of appointment.

Qualifications and Experience

• Good communication skills and the ability to communicate at all levels of the organisation.
• Good working knowledge of Microsoft Word and Excel.
• Essential Experience: Various experience requirements as described in the original posting (N.B. Converting job descriptions to the new Success Profile format may involve assessment of these areas as strengths).

Other Information

Security checks: DBS Standard. Evidence of experience will be assessed via CV/Work History and interview; Strengths may be assessed but not shared in advance. The organisation supports diversity and inclusion and offers various development opportunities, training programmes, and flexible working options as part of Civil Service reforms.

Additional Information

This is a regional role and may require travel between multiple sites. An induction will require at least 3 nights away from home, and a mandatory week-long training course focused on in-house systems and processes may be required.