Management Co-ordination Hub Admin Officer

**Management Co-ordination Hub Admin Officer - Yorkshire and the Humber - 65208**
**£19,087 - £23,182**
**York**:
Are you looking for a challenge? Do you want to be part of a new innovative team? Then come and join us as we set up the new Probation Service Management Co-ordination Hub for Yorkshire and the Humber region. We are looking for proactive and forward-thinking individuals who can work in a fast-paced environment to join our team as Administrative Officers, providing a dedicated support role to all line managers across the region. This is an exciting opportunity to join a new team and to be a part of implementing and providing an effective and quality service to all NPS line managers within the Yorkshire and Humber region.

You will receive full training on your area of work, including an induction pack containing everything you need to know about the Probation Service, the region you will be working in and any worked related guidance.

The role is office based with the option for some home working as outlined in the Probation Service Smarter Working Toolkit. Working hours are normally between 9am and 5pm Monday to Friday. Exact details will be provided to all successful applicants.
- Delivering at Pace
- Managing a Quality Service

**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