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.

Overview of the job    

The post holder will be a member of the wider HMPPS Learning and Development (L&D) team but will be based within the National Probation Service (NPS). For day to day and line management purposes, the post holder will report to the Divisional Training Manager or their Deputy.

The post holder will provide administrative support to aid in the delivery of probation qualifications at a local level and coordinate associated L&D activities.

Regular communications with Divisional hubs, members of the Divisional Training Team and national colleagues to support effective and efficient registration of learners, certification claims, preparation for External Quality Assurer inspections and providing resources for effective training delivery.

Summary    

Manage all aspects of administration and co-ordination to support the divisional training team in providing Probation qualifications and L&D activities.

Acting as the primary point of contact and assisting in the day to day administration of the divisional training team. Key tasks will include the provision of advice to staff regarding L&D activities, producing data/management information, organising meetings, diary coordination, and compilation of correspondence and documents.

This role will be based within a Divisional Training Team.

Responsibilities, Activities & Duties    

The job holder will be required to carry out the following responsibilities, activities and duties:

•    Provide general administrative support for the Divisional Training Team including photocopying, typing, amending and processing documents, minute taking and responding to queries using an understanding of Probation service delivery.
•    Act as a Local Training Coordinator to administer training events on HR systems, ensuring that learner records are up to date and produce reports as required.
•    Liaise with other L&D teams to organise appropriate venues for local and national training and monitor take up of training delivered by the Divisional Training team.
•    Analyse training attendance/completion information to produce reports as specified by the Divisional Training Manager to assist in deploying HMPPS L&D resources to meet the requirements of the division. Information needs to be distributed and cohesive to assist clusters in meeting their L&D requirements.
•    Provide assistance to business managers and divisional hubs to aid in promoting attendance in the divisions and provide advice on learning and development activities. Aid the development of others in building their knowledge the L&D offer.
•    Maintain divisional records on behalf of the National Centre and adhere to nationally agreed practices to utilise the eportfolio system to register learners on qualifications.
•    Provide the Divisional Training Manager and National Centre with updates on learner progress and claim certificates for completions and national census information to inform invoices.
•    Liaise with the National Centre to prepare for External Quality Assurance inspections and maintain Awarding Body compliance with all administrative activities.
•    Develop and maintain comprehensive and up-to-date electronic and manual filing systems which support the team and be effective in storing and retrieving key data.
•    Co-ordinate and schedule national and locally administered learning events including producing timetables of upcoming training and communications to staff.
•    Create and maintain relevant databases and ensure they contain accurate data, liaising with appropriate staff as necessary and routinely quality assuring them – this can include restricted or confidential information.
•    Contribute to the continuous improvement of administrative systems, process and workflows to ensure the team meets its targets.

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 alterations 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.

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.

Person specification

Please refer to Job Description

Benefits

Alongside your salary of £22,096, HM Prison & Probation Service contributes £5,855 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, Strengths and Experience.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. The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.