Administrative Officer - Stevenage, United Kingdom - HM Prison & Probation Service
Description
Details:
Reference number:
Salary:
- £19,087 - £23,182
Job grade:
- Other
- NPS Pay Band 2 National
Contract type: - Permanent
Type of role: - Administration / Corporate Support
Working pattern: - Flexible working, Full-time, Job share, Part-time
Number of jobs available: - 5Contents
About the job
Benefits:
Things you need to know
Location
- This position is based at NPS Argyle House Stevenage, SG1 2ADAbout the job
Job summary:
- Please refer to Job Description
Job description:
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 coordination
- 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 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 the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.
Person specification:
- Please refer to Job Description
Behaviours:
- Working Together
- Delivering at Pace
- Managing a Quality Service
- Changing and Improving
- Leadership
Technical skills:
We'll assess you against these technical skills during the selection process:
- NVQ Level 2 or equivalent, and RSA III (gained or working towards) or equivalent qualification such as CLAIT Advanced
- IT Skills: Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e. Lotus Notes)
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