Ministry of Justice UK
22483 - Administrative Officer
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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.
Purpose of the Role
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
- Vetting administration and coordination
- Appraisal, reward, and recognition recording
- Gift & Hospitality register updating
- Training administration
- Maintaining up-to-date divisional organizational charts
- Health & Safety administrative support
-
ICT
- Change requests processing
- Local information management using established Probation systems
- Quantum point of contact
-
Procurement
- I-Proc (requests)
-
Other
- Assisting with the design, development, and maintenance of computerized and manual records
- Working closely with the local senior management team to ensure 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
- General Office Administration
- Handling printing requests
- Circulating Alert office notifications as required
- Using keyboard skills to produce and present documentation effectively
- Responding to correspondence and queries as required
- Recording, supplying, and retrieving accurate data from computerized systems and providing management information to strict deadlines
- Organizing and storing efficiently paper-based information
- Dealing with sensitive and confidential data in accordance with data protection requirements
- Working closely with Shared Services to ensure appropriate protocols and procedures are followed
Use Communication Effectively
- Providing information, feedback, and advice
- Influencing and persuading
- Participating in meetings where appropriate
- Using appropriate skills, styles, and approaches
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Enhance Your Own Performance
- Managing own resources and professional development
Behaviours
- Changing and Improving
- Leadership
- Working Together
- Managing a Quality Service
- Delivering at Pace
Essential Experience
- Experience of providing a wide range of business service support activities
- Previous administrative experience
Technical Requirements
- NVQ Level 2 or equivalent, and RSA III (gained or working towards) or equivalent qualification such as CLAIT Advanced
- IT Skills: Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e., Lotus Notes)
Working Arrangements & Further Information
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 upon the completion of pre-employment checks.
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.
Benefits
- Annual Leave: Annual leave is 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.
- 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.
- Family Friendly Policies: A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job-share.
- Flexible Benefits: Access to flexible benefits such as voluntary benefits, retail vouchers, and discounts on a range of goods and services.
- Paid Paternity, Adoption, and Maternity Leave: Paid paternity, adoption, and maternity leave.
- Free Annual Sight Tests: Free annual sight tests for employees who use computer screens.
Eligibility
Staff on fixed-term appointments must have been recruited through fair and open competition. All candidates are subject to security and identity checks prior to taking up post.
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Vacancies advertised “cross-government” are only open to all Civil Service employees and employees of accredited non-departmental public bodies (NDPBs) who were appointed on merit following a fair and open competition; or were appointed to a permanent post through an exception in the Civil Service Commissioners' rules.
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.
- For moves to or from another employer or moves across the Civil Service, this can have implications on your eligibility to carry on claiming childcare vouchers. You may, however, be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.GOV.UK or [Childcare Choices](http://Childcare Choices). You can determine your eligibility at https://www.childcarechoices.gov.uk/.
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:
- To Transformative Business Services (0345 241 5358 (Monday to Friday 8am - 6pm) or e-mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk);
- To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);
- To the Civil Service Commission (details available here).
As a Disability Confident employer, MoJ is 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 is 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.
Diversity & Inclusion
The Civil Service is committed to attracting, retaining, and investing in talent wherever it is found. To learn more, please see the [Civil Service People Plan](http://Civil Service People Plan) and the [Civil Service Diversity and Inclusion Strategy](http://Civil Service Diversity and Inclusion Strategy).
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'.
MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not
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