23692 - Admin Assistant - CP - East Midlands

Ministry of Justice; Oklahoma; On-site; USD 42,000 - 62,000; Full time

Job summary

Ministry of Justice in the United States regional division is seeking an organized administrative professional to support the PS Division. You will handle document production, records maintenance, and a wide range of office tasks to ensure efficient business support.

Collaboration with local senior management will ensure consistent processes across Probation teams. Responsibilities include coordinating meetings, managing documentation, handling enquiries, data recording, and safeguarding

Qualifications

• Experience providing administrative support in a public or government setting.
• Evidence of maintaining accurate records and confidential data.

Responsibilities

• Produce documents and reports using computer systems.
• Maintain administrative systems and workflows to Divisional requirements.
• Provide broad range of administrative support to the PS Division.
• Coordinate room bookings, meetings and events.
• Respond to telephone inquiries and personal callers; support multiple teams.

Skills

Vetting admin

Records management

Data entry

Documentation

Microsoft Office

Diary management

Administrative support

Communication

Tools

Office software

Records systems

Job description

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:

• Vetting administration and co-ordination
• Appraisal, reward and recognition recording
• Gift & Hospitality register updating
• Maintaining up to date divisional organisational charts
• Quantum point of contact
• 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
• Processing and recording documents in relation to goods and services
• Administering room bookings, meetings and events
• Responding to external and internal telephone enquiries and personal callers
• Hire Car Booking administration
• Circulating Alert office notifications as required
• To use keyboard skills to produce and present documentation effectively
• 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
• 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
• 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.