Business Administration Specialist - Dogs & DST Southern Region - London (Ref: 10117)

HM Prison and Probation Service; Borstal; On-site; GBP 33,000 - 39,000; Full time

Job summary

A government agency in Borstal is seeking an administrator responsible for providing comprehensive support and maintaining communication with stakeholders. The ideal candidate will assist in various administrative tasks and be adept at managing data systems. This role requires good working knowledge of Microsoft Word and Excel, along with strong communication skills. A salary of £33,275 plus employer pension contributions is offered, along with flexible working options and additional benefits.

Benefits

Access to learning and development

Flexible working options

Civil Service pension with employer contribution

Annual Leave and Public Holidays

Season Ticket Advance

Qualifications

• Good communication skills and the ability to communicate at all levels of the organisation.
• Good working knowledge of Microsoft Word and Excel.

Responsibilities

• Provide secretariat support to meetings, including preparation of work and taking minutes/notes.
• Assist with the management of local activities.
• Coordinate/draft responses to information requests.
• Support and advise staff with queries regarding policies.
• Maintain administration databases to record and monitor information.

Job description

Overview

The jobholder will be responsible for carrying out administrative processes, maintaining systems and will act as 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 will be relied upon 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 also undertakes a variety of specific activities and duties, for which they are held personally accountable, commensurate with their grade.

Responsibilities, Activities & Duties

• Provide secretariat support to meetings, including preparation of work and taking minutes/notes.
• Assist with the management of local activities (e.g., business continuity, use of government procurement card, sickness absence management), and assist with the collation of data and other management information requirements.
• Coordinate/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.
• Provide 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 on schedule.
• 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, as required.
• 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 any issues and, where needed, log the request in the relevant folder/spreadsheet.
• Provide general administrative support including dealing with face-to-face and e-mail enquiries, booking meetings, booking laptops, projectors, flipcharts, and teleconference facilities.

The duties/responsibilities listed above describe the post as it is at present and are 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 with the Job Holder in the first instance.

Behaviours

• Making Effective Decisions
• Delivering at Pace
• Changing and Improving
• Seeing the Big Picture
• Working Together

Essential Experience

N.B. Converting job descriptions to the new Success Profile format means areas captured in experience could also be assessed as a strength. Vacancy managers should use their own judgement to decide where best to assess these. Good communication skills and the ability to communicate at all levels of the organisation.

Technical requirements

Good working knowledge of Microsoft Word, Excel.

Security & Nationality

Security: Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard checks.

Nationality requirements: This job is broadly open to UK nationals, nationals of the Republic of Ireland, Commonwealth country nationals with the right to work in the UK, EU/EEA/Swiss nationals and their family members with settled or pre-settled status under the EU Settlement Scheme (EUSS) or those with valid settled status, plus other listed categories. See original text for full details.

Benefits

• Salary: £33,275 plus employer pension contribution of £9,639 to the Civil Service Defined Benefit Pension scheme.
• Access to learning and development
• A working environment with flexible working options
• A Civil Service pension with employer contribution of 28.97%
• Annual Leave and Public Holidays
• Season Ticket Advance

Further information

For more information about the recruitment process, benefits and allowances, and answers to general queries, please visit the Candidate Information Page link provided by the employer.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ