Administrative Officer South West Hub - Weston Super Mare - Full Time, Part Time/Job Share(Ref: 92020)

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:HRAbsence management recordingVetting administration and co-ordination Appraisal, reward and recognition recordingGift & Hospitality register updatingraining administrationMaintaining up to date divisional organisational chartsHealth & Safety administrative supportICTChange requests processingLocal information management using established Probation systemsQuantum point of contactProcurementI-Proc (requests)OtherAssisting with the design, development and maintenance of computerised and manual recordsTo work closely with the local senior management team to ensure that consistent processes are used within the local Probation teamsAssisting with the production of core process maps which detail operational Probation processes as well as Corporate Support processesProcessing and recording documents in relation to goods and servicesAdministering room bookings, meetings and eventsResponding to external and internal telephone enquiries and personal callersHire Car Booking administrationGeneral Office AdministrationHandling printing requestsCirculating Alert office notifications as requiredTo use keyboard skills to produce and present documentation effectivelyTo respond to correspondence and queries as requiredTo record, supply and retrieve accurate data from computerised systems and provide management information to strict deadlinesTo organise and store efficiently paper based informationTo deal with sensitive and confidential data in accordance with data protection requirementsTo work closely with Shared Services to ensure appropriate protocols and procedures are followedUse communication effectivelyProviding information, feedback and adviceInfluencing and persuadingParticipate in meetings where appropriateUsing appropriate skills, styles and approachesEnhance your own performanceManage 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.