Admin Officer - PS NSD Corporate Support Hub (Ref: 90419)

The National Probation Service has created a specialist, dedicated and highly skilled National Security Division, which provides an enhanced level of management and intervention for the most high-risk, complex and high-profile offenders in the community.The National Security Division is based across 5 geographical units covering North of England, the Midlands, Wales and the South West, East of England and South Central and London and Kent, Surrey and Sussex. Each unit has operational satellite locations.This role is based in the Corporate Support Hub for the National Security Division and supports the work of the entire division across England and Wales.As an Administrative Officer you are a lynchpin of the National Security Division. Your role embraces many aspects of the Division such as HR, procurement, recruitment, communications and inbox management to mention a few. It is an all-encompassing role which gives you an insight into many aspects of the Division as well as how it runs and how it fits into the wider PS system. You will be part of a small team who work closely together to ensure all business needs of the division are met. Overview of the jobThis 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.SummaryThe 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 & DutiesThe 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 supportICT Change requests processing Local information management using established Probation systems Quantum point of contactProcurement 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 and ensuring OOH emergency contact number is updated Hire Car Booking administration General Office Administration Telephone 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 followedUse communication effectively Providing information, feedback and advice Influencing and persuading Participate in meetings where appropriate Using appropriate skills, styles and approachesEnhance your own performance Manage own resources and professional developmentThe 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.