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Administrative Officer - Management Coordination Hub (Ref: 91786)

  • Job
    Full-time
    Junior, Mid & Senior Level
  • Government & Politics
    People, HR & Administration

AI generated summary

  • You must meet the job description, possess relevant behaviours, pass security checks, and have the right to work in the UK. Embrace diversity and inclusion with a commitment to quality service.
  • You will provide administrative support in HR, ICT, procurement, and general office tasks, manage records, handle enquiries, and ensure compliance with data protection protocols.

Requirements

  • Please refer to Job Description
  • Person specification
  • Please Refer To Job Description
  • Behaviours
  • 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
  • Security
  • Successful candidates must undergo a criminal record check.
  • People working with government assets must complete baseline personnel security standard (opens in new window) checks.
  • Nationality Requirements
  • 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 (EUSS) (opens in a new window)
  • 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 (EUSS)
  • 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
  • Further information on nationality requirements (opens in a new window)
  • Working for the Civil Service
  • The Civil Service Code (opens in a new window) 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 (opens in a new window).
  • The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
  • Diversity and Inclusion
  • 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 (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Responsibilities

  • 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:
  • 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
  • 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 primary role of the Administrative Officer in the Management Coordination Hub?

The primary role is to support the delivery of divisional administrative functions to ensure efficient and effective business support services are provided to the NPS Division.

Who does the Administrative Officer report to?

The Administrative Officer reports to the Divisional Support Hub Manager.

What types of business services will the Administrative Officer provide support for?

The Administrative Officer will provide support for HR, ICT, procurement, general office administration, and other administrative functions as determined by the Divisional Support Hub Manager.

Are there any specific systems the Administrative Officer will need to be familiar with?

Yes, the Administrative Officer will work with established Probation systems and may need to handle computer-based systems for document and report production.

What types of administrative activities will the job holder be responsible for?

Responsibilities include absence management, appraisal recording, training administration, maintaining divisional organizational charts, processing change requests, and administering room bookings and events.

Is the job solely focused on administrative tasks?

No, the job may also involve participating in meetings, providing information and feedback, and influencing and persuading relevant stakeholders.

What are the working conditions provided for this position?

The working environment supports flexible working options to enhance work-life balance.

What benefits are offered with this role?

Benefits include a Civil Service pension with an employer contribution, annual leave, public holidays, and a season ticket advance.

What is the expected approach towards diversity and inclusion in the workplace?

The Civil Service is committed to diversity and inclusion, promoting equal opportunities and embracing a working culture that values talent from diverse backgrounds.

What will happen during the selection process?

The selection process will assess your Behaviours, Strengths, and Experience using the Success Profiles framework.

Are successful candidates required to undergo any checks?

Yes, successful candidates must undergo a criminal record check and baseline personnel security standard checks.

What nationality groups can apply for this position?

This job is open to UK nationals, nationals of the Republic of Ireland, Commonwealth countries, EU, Switzerland, Norway, Iceland, Liechtenstein nationals with settled status, and certain individuals with limited leave to remain.

Will I receive feedback after my interview?

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

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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.