17995 - Administrative Officer

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 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.

Changing and Improving
Leadership
Working Together
Managing a Quality Service
Delivering at Pace

Essential Experience

Experience of providing a wide range of business service support activities
Previous administrative experience

Technical requirements

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)