Admin Assistant

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