About the job

Job summary

Please refer to Job Description

Job description

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

Rydym yn croesawu ac yn annog ceisiadau gan bawb, yn cynnwys grwpiau sydd wedi’u tangynrychioli yn ein gweithlu ar hyn o bryd, ac rydym yn ymfalchïo mewn bod yn gyflogwr o safon uchel sy’n denu llawer o ymgeiswyr. Ewch i https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity gael rhagor o wybodaeth am sut rydym yn hyrwyddo amrywiaeth a chynhwysiant yn y gweithle.

HMPPS in Wales:

Preventing victims by changing lives
HMPPS in Wales works in an integrated way to keep communities in Wales safer and to give the men and women we work with the opportunity to change their lives. We commission and provide offender management services in the community and in custody to deliver the orders of the courts and support rehabilitation. Our aim is to deliver outstanding, seamless offender management services in Wales that protect the public, reduce reoffending, deliver value for money and support our partners.

The Welsh Language Scheme
Welsh Language skills for this post are desirable.

HMPPS yng Nghymru:  

Atal pobl rhag dod yn ddioddefwyr trwy newid bywydau
Mae HMPPS yng Nghymru yn gweithio mewn ffordd integredig i gadw cymunedau yng Nghymru yn fwy diogel, a rhoi cyfle i’r dynion a’r merched hynny rydym yn gweithio â hwy i newid eu bywydau.  Rydym yn comisiynu a darparu gwasanaethau rheoli troseddwyr yn y gymuned a’r carchar i weithredu gorchmynion y llysoedd a chefnogi adsefydlu.  Ein nod yw darparu gwasanaethau rheoli troseddwyr ardderchog ac esmwyth yng Nghymru sy’n gwarchod y cyhoedd, lleihau aildroseddu, cynnig gwerth am arian a chefnogi ein partneriaid.

Y Cynllun Iaith Gymraeg
Mae sgiliau iaith Gymraeg yn ddymunol ar gyfer y swydd hon.

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
o    Absence management recording
o    Vetting administration and co-ordination
o    Appraisal, reward and recognition recording
o    Gift & Hospitality register updating
o    Training administration
o    Maintaining up to date divisional organisational charts
o    Health & Safety administrative support

•    ICT
o    Change requests processing
o    Local information management using established Probation systems
o    Quantum point of contact

•    Procurement
o    I-Proc (requests)

•    Other
o    Assisting with the design, development and maintenance of computerised and manual records
o    To work closely with the local senior management team to ensure that consistent processes are used within the local Probation teams
o    Assisting with the production of core process maps which detail operational Probation processes as well as Corporate Support processes
o    Processing and recording documents in relation to goods and services
o    Administering room bookings, meetings and events
o    Responding to external and internal telephone enquiries and personal callers
o    Hire Car Booking administration
o    General Office Administration
o    Handling printing requests
o    Circulating Alert office notifications as required
o    To use keyboard skills to produce and present documentation effectively
o    To respond to correspondence and queries as required
o    To record, supply and retrieve accurate data from computerised systems and provide management information to strict deadlines
o    To organise and store efficiently paper based information
o    To deal with sensitive and confidential data in accordance with data protection requirements
o    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.

Person specification

Please refer to Job Description

Benefits

Alongside your salary of £20,126, HM Prison & Probation Service contributes £5,333 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Strengths.https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

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

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.