Admin Officer (Corporate Services) South Central (Ref: 5365)

HM Prison and Probation Service; Fareham; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established public service organization is seeking a dedicated administrative professional to join its team. This role involves providing comprehensive support to ensure efficient operations within the division. Responsibilities include managing documents, maintaining records, and assisting with HR functions. The ideal candidate will thrive in a collaborative environment, bringing strong organizational skills and a commitment to excellence. This is a fantastic opportunity to contribute to meaningful work that supports the community while enjoying a supportive workplace culture with opportunities for professional development.

Benefits

Civil Service Pension

Annual Leave

Public Holidays

Flexible Working Options

Access to Learning and Development

Qualifications

• Experience in providing administrative support in a busy office environment.
• Knowledge of HR processes and data management systems.

Responsibilities

• Support the delivery of administrative functions for the PS Division.
• Maintain and improve administrative systems and processes.

Skills

Administrative Support

Communication Skills

Data Management

HR Administration

Education

High School Diploma

Relevant Administrative Qualification

Tools

Microsoft Office Suite

Probation Systems

Job description

This position is based at NPS FAREHAM BOROUGH COUNCIL FAREHAM, PO16 7AZ

Job Summary

Please refer to the job description

Job Description

Overview of the job

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.

Summary

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 o Vetting administration and co-ordination o Appraisal, reward and recognition recording o Gift & Hospitality register updating o Training administration >
• Maintaining up to date divisional organisational charts o Health & Safety administrative support >
  
  

ICT

• Change requests processing
• Local information management using established Probation systems o 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 o Processing and recording documents in relation to goods and services o Administering room bookings, meetings and events
• Responding to external and internal telephone enquiries and personal callers o Hire Car Booking administration >
• General Office Administration o Handling printing requests
• Circulating Alert office notifications as required
• To use keyboard skills to produce and present documentation effectively o 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 o 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.

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 o Processing and recording documents in relation to goods and services o Administering room bookings, meetings and events
• Responding to external and internal telephone enquiries and personal callers o Hire Car Booking administration >
• General Office Administration o Handling printing requests
• Circulating Alert office notifications as required
• To use keyboard skills to produce and present documentation effectively o 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 o 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.

Person specification

Please Refer To The Job Description

Behaviours

We'll assess you against these behaviours during the selection process:

• Changing and Improving
• Managing a Quality Service
• Working Together
• Delivering at Pace
• Access to learning and development
• A working environment that supports a range of flexible working options to enhance your work life balance
• A working culture which encourages inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%
• Annual Leave
• Public Holidays
• Season Ticket Advance
  
  

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

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

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.

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

Feedback will only be provided if you attend an interview or assessment.

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.

Security

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This Job Is Broadly Open To The Following Groups:

• 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)
• 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
  
  

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) 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 (opens in a new window).

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

The Civil Service Code (opens in a new window) 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 (opens in a new window).

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

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 (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job Contact :

• Name : SSCL Recruitment Enquiries Team
• Email : [e-mail]
• Telephone : [phone]
  
  

Recruitment team

• Email : [e-mail]
  
  

Further information

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. I you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL ([e-mail]) in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages: http://civilservicecommission.independent.gov.uk/civil-service-recruitment/complaints

https://jobs.justice.gov.uk/careers/JobDetail/5365?entityId=5365