Regional Administrator Officer

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.

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.

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

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:

• Absence management recording
• Vetting administration and co‑ordination
• Appraisal, reward and recognition recording o Gift & Hospitality register updating
• Training administration
• Maintaining up to date divisional organisational charts
• Health & Safety administrative support

• Change requests processing
• Quantum point of contact

Job holder may support procurement activities as directed by the manager.

• Assisting with the design, development and maintenance of computerised and manual records
• Consistent processes are used within the local Probation teams
• 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
• 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
• Using appropriate skills, styles and approaches

• Manage own resources and professional development

• Changing and Improving
• Leadership
• Working Together
• Managing a Quality Service
• Delivering at Pace
• Experience of providing a wide range of business service support activities
• Previous administrative experience

• 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)

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