23034 - Hub Admin Support - SW & SC Prisons Hub

Ministry of Justice; Winchester (VA); On-site; USD 35,000 - 55,000; Full time

Job summary

The Ministry of Justice is seeking an organised Administrator to join the South West and South Central prison Hub. You will provide high-quality administrative support across two Directorates and work with senior leaders to keep operations smooth.

Regular travel between establishments is expected approximately weekly. Duties include diary management, procurement, data entry, vetting, and coordinating meetings; you will also handle CRS cases and distribute communications to stakeholders.

Qualifications

• Experience providing administrative support at senior levels.
• Ability to manage multiple tasks and calendars.
• Experience with procurement and supplier relations.
• Familiarity with vetting processes.
• Strong administrative and data entry skills.

Responsibilities

• First point of contact for general administrative support.
• Monitor directorates mailbox and log requests.
• Provide diary management and admin support for Senior Managers.
• Act as Directorate QPC, logging and processing CRS cases.
• Arrange meetings, prepare materials, and take high-quality minutes.
• Order items from i-procurement system and issue Purchase Orders.
• Use Government Procurement Card for non-catalogue items.
• Enter sickness absences on Oracle for staff in the area.
• Vet documents and act as Vetting Contact Point.
• Report faults in facilities and coordinate maintenance.
• Distribute bulk printing and maintain distribution lists.
• Respond to IT queries and provide basic IT support.
• Serve as Directorate SPOC for complaints and requests.
• Distribute communications to key groups.

Skills

Diary management

Administrative support

Procurement

Facilities management

Vetting procedures

IT support

Meeting coordination

Stakeholder communication

CRS case handling

Data entry

Tools

Oracle

i-procurement system

GPC

Job description

23034 - Hub Admin Support - SW & SC Prisons Hub

The South West and South Central prison Hub are looking for an organised and proactive Administrator to join our team, providing high-quality support across two Prison Group Directorates. This is a varied and rewarding role where you will work closely with senior leaders, colleagues, and stakeholders to help ensure everything runs smoothly and efficiently.

To maintain strong partnerships and provide effective support, regular travel between establishments will be required. Although travel is not expected on a daily basis, candidates should be prepared to visit sites approximately once a week, in line with business needs.

The job holder will undertake a share of the transactional activity associated within the Administration Hub. This includes processing most or all of the following categories of paperwork and inputting data ready for checking and onward transmission to the Hub Manager:

• Fixed and local assets
• Quantum Point of Contact
• Procuring goods and services
• Distributing Communications to various stakeholder groups

The job holder will be required to carry out the following responsibilities, activities and duties:

• To be the first point of contact for general administrative support which will include; dealing with face to face enquiries, booking meeting rooms, projectors, flipcharts, teleconference facilities
• To monitor the Directorates functional mailbox, actioning any issues and where needed logging the request in the relevant folder/spreadsheet
• Provide Diary management and administrative support for Senior Managers
• To act as the Directorate QPC, logging and processing CRS cases, overseeing the case until completion.
• Arrange meetings, including all the preparation work, taking minutes/notes and writing up the minutes to a high standard
• Order items from i-procurement system, ensuring forms are completed correctly and in line with policy.
• For non-catalogue/ad hoc items the use of a Government Procurement Card (GPC). Receipt procured items with issued Purchase Order numbers
• Enter sickness absences on Oracle for staff in the defined work area
• Act as Vetting Contact Point, verifying vetting documents, signing copying, filling in forms and sending onto the SSCL to be processed
• Deal with problems relating to the facilities in defined work areas reporting any faults with equipment and communal areas for example kitchen
• Be required to arrange bulk printing request and distribute to recipients
• Respond to general IT queries and provide basic IT support for the defined area of work and ordering copier supplies through HP (Hewlett Packard)
• Act as Directorate SPOC to manage complaints, queries and requests
• To be responsible for maintaining distribution lists and distribute all communications to key groups.

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 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 in the first instance with the Job Holder.