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Administrative Officer - Management Coordination Hub (Ref: 5639)

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HM Prison and Probation Service

11d ago

  • Job
    Full-time
    Junior, Mid & Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Liverpool

AI generated summary

  • You need to support divisional admin, collaborate with teams, have knowledge of various roles, and pass security checks. Flexibility, diverse background, and UK right to work are essential.
  • You will provide administrative support, manage records, handle inquiries, process documents, coordinate training, maintain data, and assist with meetings and office operations.

Requirements

  • This position is based at NPS 40 EUROPA BOULEVARD BIRKENHEAD, CH41 4PE
  • Please refer to Job Description
  • This is a divisional administrative role based in the NPS 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 NPS 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.
  • 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 NPS Division.
  • Please Refer To Job Description
  • We'll assess you against these behaviours during the selection process:
  • Managing a Quality Service
  • Changing and Improving
  • Working Together
  • 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
  • Successful candidates must undergo a criminal record check.
  • People working with government assets must complete baseline personnel security standard checks.
  • 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
  • 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
  • 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
  • The Civil Service Code 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.
  • The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme for candidates with disabilities who meet the minimum selection criteria.
  • 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 and the Civil Service Diversity and Inclusion Strategy.
  • This vacancy is part of the Great Place to Work for Veterans initiative.

Responsibilities

  • The job holder will be required to carry out the following responsibilities, activities and duties:
  • Provide a full range of support services to the NPS 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:
  • 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
  • Change requests processing
  • Local information management using established Probation systems
  • Quantum point of contact
  • I-Proc (requests)
  • 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
  • Providing information, feedback and advice
  • Influencing and persuading
  • Participate in meetings where appropriate
  • Using appropriate skills, styles and approaches
  • Manage own resources and professional development

FAQs

What is the job title for this position?

The job title is Administrative Officer - Management Coordination Hub (Ref: 5639).

Where is the job located?

The job is located at NPS 40 Europa Boulevard, Birkenhead, CH41 4PE.

Who does the job holder report to?

The job holder reports to the Divisional Support Hub Manager.

What is the main purpose of the role?

The main 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 NPS Division.

What type of support services will the job holder provide?

The job holder will provide a full range of administrative support services, including HR functions, ICT support, and procurement assistance.

Will the job holder need to work collaboratively with others?

Yes, the job holder is expected to work collaboratively with other team members and support various teams/functions within the operational area.

What are some of the key responsibilities of this role?

Key responsibilities include document production, maintaining administrative systems, absence management recording, and general office administration.

Is there an emphasis on data confidentiality in this role?

Yes, the job holder will need to deal with sensitive and confidential data in accordance with data protection requirements.

What are the behaviors assessed during the selection process?

The behaviors assessed include Managing a Quality Service, Changing and Improving, and Working Together.

Are there opportunities for professional development?

Yes, the role includes managing one's own resources and professional development as part of the performance enhancement.

What should candidates expect regarding security checks?

Successful candidates must undergo a criminal record check and baseline personnel security standard checks.

Who can apply for this job?

The job is broadly open to UK nationals, nationals of the Republic of Ireland, Commonwealth countries, and certain other identified groups according to the nationality requirements.

What benefits are included with this position?

Benefits include a Civil Service pension with an employer contribution, annual leave, public holidays, and flexible working options.

What is the process for feedback after application?

Feedback will only be provided if candidates attend an interview or assessment.

How can applicants get in touch with the recruitment team?

Applicants can contact the SSCL Recruitment Enquiries Team via email at moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk or by telephone at 0345 241 5358.

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HM Prison and Probation Service

Preventing victims by changing lives.

Government
Industry
10,001+
Employees

Mission & Purpose

The Prison and Probation Service in the UK is responsible for the management of prisons and the supervision of offenders in the community. Their ultimate mission is to protect the public by reducing reoffending and ensuring offenders are safely and securely managed. Their purpose is to support rehabilitation, provide opportunities for offenders to reform, and ensure they are prepared for successful reintegration into society. The service is committed to maintaining safety, security, and effectiveness in the criminal justice system.