Administrative Support

**Administrative Support - 72307**
**£24,067 - £25,342**
**Nottingham**:
**Overview of the job**

The post holder will be responsible for maintaining administrative processes within specified timescales for their area of work.

**Summary**

The post holder will provide administrative support within their team / unit / group. Responsibilities include meeting support, collation of routine information, maintenance of databases and ad hoc administrative tasks.

**Responsibilities, Activities & Duties**

The job holder will be required to carry out the following responsibilities, activities and duties:

- Organisation of meetings / events, distribution of papers, support taking minutes/notes and writing up minutes
- Provides a first line of response to telephone calls to the department and directs callers as appropriate to the relevant member of staff.
- Act as first point of contact for general administrative support as and where required. This may involve chasing up outstanding information, updating and closing down cases on the tracking system, retrieving files/ information and interrogating databases to obtain information.
- Organise, produce and maintain accurate records for area of work
- Act as contact point for all communications to the team. Prioritise and distribute communications to the appropriate person or relevant department
- Prepare paperwork for checking by manager, conducting initial checks as required
- Act as I-Procurement and Quantum Point of Contact requisitioner
- Maintaining, logging and processing documents for the unit within given timeframe.
- Monitor the functional mailbox(s) action any issues and where needed log the request in the relevant folder/spreadsheets,
- Collate stationary request acting as requisitioner for the group
- Maintain and create relevant databases and ensure they contain accurate data, routinely quality assuring them - this can include restricted or confidential information

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 alterations 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**

**Essential Experience**:
Good communication skills and the ability to communicate at all levels of the organisation

**Technical requirements**

Good working knowledge of Microsoft word, excel

**Salary**:
£24,067 - £25,342

**Additional Information**:
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**Working Arrangements & Further Information**:
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**Standard working hours for this post are 37 hours per week excluding breaks which are unpaid.**

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**If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.**

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**Benefits**:
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**Annual Leave**:
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- **The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.**

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**Bank, Public and Privilege Holidays**:
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**Pension**:
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- **The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.**

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**Work Life Balance**:
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**Season Ticket Advance**:
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**Childcare Vouchers**:
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**For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers**

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**Training**:
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**HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes**

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- **There are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts**

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- **All staff receive security and diversity training and an individual induction programme into their new roles**

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**Eligibility**:
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- **All staff are required to declare whether they are a member of a group or organisation which the HMPPS considers to be racist**

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**Working for the Civil Service**:
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**The **Civil Service Code** sets out the standards of behaviour expected of civil servants.**

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**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**

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- **To the Civil Service C