Admin Officer

6 months ago

Croydon, United Kingdom Ministry of Justice Full time

Salary 1
- £22,096 - £24,718 (plus a London Weighting Allowance of £4,126)

Number of jobs available 1
- 2

Detail of reserve list 1
- 12 Months

Region 1
- London, South East

City/Town 1
- Croydon

Building/Site 1
- 1 RUSKIN SQUARE CROYDON, CR0 2WF

Grade 1
- Other

Organisation Grade for HMPPS 1
- NPS Pay Band 2 London

Post Type 1
- Permanent

Working Pattern 1
- Full Time

Role Type 1
- Administration / Corporate Support

Job description 1

The National Probation Service has created a specialist, dedicated and highly skilled National Security Division, which provides an enhanced level of management and intervention for the most high-risk, complex and high-profile offenders in the community.

The National Security Division is based across 5 geographical units covering North of England, the Midlands, Wales and the South West, East of England and South Central and London and Kent, Surrey and Sussex. Each unit has operational satellite locations.

This role is based in the Corporate Support Hub for the National Security Division and supports the work of the entire division across England and Wales.

As an Administrative Officer you are a lynchpin of the National Security Division. Your role embraces many aspects of the Division such as HR, procurement, recruitment, communications and inbox management to mention a few. It is an all-encompassing role which gives you an insight into many aspects of the Division as well as how it runs and how it fits into the wider PS system. You will be part of a small team who work closely together to ensure all business needs of the division are met.

**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 and ensuring OOH emergency contact number is updated
- Hire Car Booking administration
- General Office Administration
- Telephone 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
- Partici

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