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 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 the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.

Additional Information

We’re excited to offer a rewarding opportunity to become part of the administration team at the South West Regional Hub. As an Administration Officer, you’ll play a key role in supporting the South West region with a wide variety of tasks. These may include, recruitment and vetting processes, procurement, information security support and general administrative coordination. This role is highly collaborative, involving close teamwork within the Hub and across the wider South West region. It’s a chance to make a real impact by ensuring our colleagues receive effective and timely administrative support.

A statement of suitability of 500 words is required explaining how you consider your personal skills, qualities and experience evidence of your suitability for this role in reference to the essential criteria.