Administration SupportMinistry of Justice

HMPPS Band 3 Administration support

This is an excellent opportunity to join Operational Response and Resilience Unit (ORRU), providing essential administrative support that helps keep critical services running effectively.

You will be part of a small HQ support team who provide admin support for the group in in all aspects of their business, procurement, training schedules, finance etc and contributing directly to the effective delivery of national incident management, business continuity and resilience activities, Use of Force training (NTRG), HMPPS Dogs (NDTSG) and much more. Based at Kidlington Oxford, Hatfield Doncaster, London

This is a varied role offering excellent development opportunities within a supportive team environment. It would suit someone who is organised, proactive and enjoys working with a wide range of colleagues while delivering a high standard of administrative support.

Attendance to the office is required at least 3 days a week, to local office base and frequent travel to 3 ORRU bases.

Overview of the job

The post holder will be responsible for maintaining administrative processes within specified timescales for their area of work.

Summary

The post holder will provide administrative support within their team / unit / group. Responsibilities include meeting support, collation of routine information, maintenance of databases and ad hoc administrative tasks.

Responsibilities, Activities & Duties

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

•    Organisation of meetings / events, distribution of papers, support taking minutes/notes and writing up minutes

•    Provides a first line of response to telephone calls to the department and directs callers as appropriate to the relevant member of staff.

•    Act as first point of contact for general administrative support as and where required.  This may involve chasing up outstanding information, updating and closing down cases on the tracking system, retrieving files/ information and interrogating databases to obtain information.

•    Organise, produce and maintain accurate records for area of work

•    Act as contact point for all communications to the team. Prioritise and distribute communications to the appropriate person or relevant department

•    Prepare paperwork for checking by manager, conducting initial checks as required

•    Act as I-Procurement and Quantum Point of Contact requisitioner

•    Maintaining, logging and processing documents for the unit within given timeframe.

•    Monitor the functional mailbox(s) action any issues and where needed log the request in the relevant folder/spreadsheets,

•    Collate stationary request acting as requisitioner for the group

•    Maintain and create relevant databases and ensure they contain accurate data , routinely quality assuring them – this can include restricted or confidential information

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.

Behaviours

•    Changing and Improving

•    Communicating and Influencing

•    Working Together

•    Delivering at Pace

Essential Experience

N.B. Converting job descriptions to the new Success Profile format means areas captured in experience could also be assessed as a strength.  Vacancy managers should use their own judgement to decide where best to assess these.

Good communication skills and the ability to communicate at all levels  of the organisation

Technical requirements

Good working knowledge of Microsoft word, excel