Divisional Training Administrator

Ministry of Justice; Huddersfield; Hybrid; GBP 25,000 - 30,000; Full time

Job summary

A government agency is seeking an Administrative Assistant to provide essential support to the Divisional Training Team. This role involves managing administrative tasks for training events, maintaining learner records, and liaising with various departments. The ideal candidate should have solid administration experience, proficiency in Excel, and excellent communication skills. This position supports flexible working arrangements and offers diverse training opportunities.

Benefits

Annual Leave: 25 days plus public holidays

Pension through the Local Government Pension Scheme

Comprehensive training and development opportunities

Family Friendly policies

Qualifications

• Experience managing registrations and maintaining learner records.
• Ability to produce data and management reports.
• Skill in coordinating training events and communications.

Responsibilities

• Provide administrative support to the training team.
• Coordinate training events and maintain schedules.
• Manage communication and liaise with other teams.

Skills

Administration experience

Experience in providing management support

Proficiency in Excel

Effective communication skills

Critical decision-making

Operational experience in a Probation setting

Education

NVQ Level 2 or equivalent

GCSE Grade A-C in English and Maths

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

Overview

The post holder will be a member of the wider HMPPS Learning and Development (L&D) team but will be based within the National Probation Service (NPS). For day to day and line management purposes, the post holder will report to the Divisional Training Manager or their Deputy. The post holder will provide administrative support to aid in the delivery of probation qualifications at a local level and coordinate associated L&D activities. Regular communications with Divisional hubs, members of the Divisional Training Team and national colleagues support effective registration of learners, certification claims, preparation for External Quality Assurer inspections and resources for effective training delivery.

Manage all aspects of administration and co‑ordination to support the divisional training team in providing Probation qualifications and L&D activities, acting as the primary point of contact and assisting in the day to day administration of the divisional training team. Key tasks include the provision of advice to staff regarding L&D activities, producing data/management information, organising meetings, diary coordination, and compilation of correspondence and documents. This role will be based within a Divisional Training Team. Responsibilities, Activities & Duties the job holder will be required to carry out the following responsibilities, activities and duties:

Responsibilities and Duties

• Provide general administrative support for the Divisional Training Team including photocopying, typing, amending and processing documents, minute taking and responding to queries using an understanding of Probation service delivery.
• Act as a Local Training Coordinator to administer training events on HR systems, ensuring that learner records are up to date and produce reports as required.
• Liaise with other L&D teams to organise appropriate venues for local and national training and monitor take up of training delivered by the Divisional Training team.
• Analyse training attendance/completion information to produce reports as specified by the Divisional Training Manager to assist in deploying HMPPS L&D resources to meet the requirements of the division. Information needs to be distributed and cohesive to assist clusters in meeting their L&D requirements.
• Provide assistance to business managers and divisional hubs to aid in promoting attendance in the divisions and provide advice on learning and development activities. Aid the development of others in building their knowledge of the L&D offer.
• Maintain divisional records on behalf of the National Centre and adhere to nationally agreed practices to utilise the eportfolio system to register learners on qualifications.
• Provide the Divisional Training Manager and National Centre with updates on learner progress and claim certificates for completions and national census information to inform invoices.
• Liaise with the National Centre to prepare for External Quality Assurance inspections and maintain Awarding Body compliance with all administrative activities.
• Develop and maintain comprehensive and up‑to‑date electronic and manual filing systems which support the team and be effective in storing and retrieving key data.
• Co‑ordinate and schedule national and locally administered learning events including producing timetables of upcoming training and communications to staff.
• Create and maintain relevant databases and ensure they contain accurate data, liaising with appropriate staff as necessary and routinely quality assuring them – this can include restricted or confidential information.
• Contribute to the continuous improvement of administrative systems, process and workflows to ensure the team meets its targets.

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.

Core Values

• Managing a Quality Service
• Working Together
• Delivering at Pace
• Changing and Improving
• Making Effective Decisions

Essential Experience

• Previous administration experience, and experience of providing a wide range of management support activities
• Proficiency in use of Excel in order to produce spreadsheets and present data in an accessible format
• Evidence of providing support and assistance to colleagues in delivering a quality service.
• Experience of effective communications
• Experience of making successful critical decisions
• Operational experience of working in a Probation setting

Desirable Technical Requirements

• NVQ Level 2 or equivalent
• RSA III (gained or working towards) or equivalent qualification such as CLAIT Advanced
• GCSE Grade A‑C in English and Maths (or equivalent)

Desirable Ability

• Microsoft: Word, Excel, Outlook and PowerPoint (or equivalent i.e. Lotus Notes)

We will assess your experience for this role via the following methods: CV or Work History; Evidence of Experience; CV or Work History; NVQ Level 2 or equivalent; RSA III (gained or working towards) or equivalent qualification such as CLAIT Advanced; Desirable GCSE Grade A‑C in English and Maths (or equivalent).

Benefits

• Annual Leave: 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 will be opted out of the PCSPS and auto enrolled into the Local Government Pension Scheme.
• Training: The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
• Networks: 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 directly 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.
• 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; access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services; eligibility for alternative government childcare support schemes, including Tax Free Childcare.
• Parental Leave: Paid paternity, adoption and maternity leave.
• Health: 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:

1. To Transformative Business Services (0345 241 5358 (Monday to Friday 8am - 6pm) or e‑mail moj‑recruitment‑vetting‑[e-mail]);
2. To Ministry of Justice Resourcing team (resourcing‑management‑[e-mail]);
3. 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. 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.

Equality, Diversity and 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 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. 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

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’.