HM Prison and Probation Service
Corporate Hub Administrative Officer Kent, Surrey and Sussex (Ref: 19669)
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Corporate Hub Administrative Officer Kent, Surrey and Sussex (Ref: 19669)
These positions are based at NMS Galleon House, ME14 1BG
Job Summary
Please refer to 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
- 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
- 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
- General Office Administration
- Handling printing requests
- 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 computerized 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
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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.
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)
Person specification
Please Refer To Job Description
Behaviours
We'll assess you against these behaviours during the selection process:
- Delivering at Pace
- Working Together
- Managing a Quality Service
Technical skills
We'll assess you against these technical skills during the selection process:
- Please provide examples of when you have used Microsoft packages effectively to record, analyse & present data.
Benefits
- 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
Artificial intelligence
Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate, and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.
Selection process details
This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths, Experience, and Technical skills.
https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ
Feedback will only be provided if you attend an interview or assessment.
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.
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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 also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.
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.
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: moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk
- Telephone: 0345 241 5358
Recruitment team
Further information
Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. If you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) 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/19669?entityId=19669
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