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Administration Officer

7 months ago

York, United Kingdom Ministry of Justice Full time

Salary 1
- £22,096 - £24,718

Number of jobs available 1
- 2

Detail of reserve list 1
- 12 Months

Region 1
- Yorkshire and the Humber

City/Town 1
- York

Building/Site 1
- City of York Council (MOJ), Corporate Services, West Offices, Station Rise, York YO1 6GA

Grade 1
- Other

Organisation Grade for HMPPS 1
- NPS Pay Band 2 National

Post Type 1
- Permanent

Working Pattern 1
- Full Time

Role Type 1
- Administration / Corporate Support

Job description 1

**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 co-ordination
- Appraisal, reward and recognition recording
- Gift & Hospitality register updating
- Training administration
- Maintaining up to date divisional organisational 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 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
- 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 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

**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)

The job holder must be able to fulfil all spoken aspects of the role with confidence in English or (when specified in Wales) Welsh.

**Mandatory Eligibility Requ