Administrative Officer Job Birmingham area,Alabama USA,Administrative/Clerical

Birmingham, Coventry, Leamington Spa, Stoke-on-Trent

Region

West Midlands

Closing Date

09-Jun-2026

Business Unit

NPS West Midlands Corporate Services (2021)

Post Type

Permanent

Other

Number of jobs available

Reserve List

12 Months

Job

17995

Descriptions & requirements

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

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.

Behaviours

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)

Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working.

Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For…