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- Tasks: Manage office operations, handle communications, and support the Site Manager.
- Company: Join Hays, a key supplier to the HM Prison Service, providing essential support services.
- Benefits: Enjoy a competitive pay rate of £15.84 and potential for permanent roles.
- Why this job: Gain unique experience in the prison service with opportunities for growth and development.
- Qualifications: Previous administrative experience is essential; strong communication skills are a must.
- Other info: Candidates must pass a full prison security check; flexible hours available.
The predicted salary is between 30000 - 42000 £ per year.
An experienced administrator is required for a temporary assignment at HMP Pentonville.
Your new company: As an agency supplier to the HM Prison Service for the provision of maintenance trades and support operatives, Hays is seeking to recruit an experienced administrator for HMP Pentonville. This is an exciting opportunity to work within the prison service and can often lead to permanent opportunities.
The post is full-time (39 hours per week) on a temporary basis. Hours worked: Monday – Thursday 8:00am – 5:00pm, Friday working 8:00am – 4:00pm with a 1-hour unpaid break. These hours may differ slightly. The rate of pay will be £15.84 including holiday pay.
Purpose of Role: Responsible for the administration within GFSL under the supervision of the Site Manager to ensure the smooth operation and running of the office environment. This will include general clerical tasks, answering the telephone, sending/receiving email communications, liaising with suppliers, clients, staff and customers. Taking a lead role in the management of the CAFM system logging/updating and closing jobs on the system. In addition, the raising and receipting of requisitions via the approved system. This role also includes the need to run various reports from a number of different IT systems/databases.
Principal Accountabilities:
- To develop and maintain positive and harmonious relationships with Contracts Managers, Supervisors, Operational personnel and all other internal Departments, whilst ensuring that standards are maintained and company procedures are adhered to.
- To have a professional and motivating approach to the operational needs of our business, demonstrable to internal staff and all customers, 100% of the time.
- Support the Site Manager in the day-to-day implementation of policies, procedures and standards necessary to maintain the integrity of ongoing operational activities and provision of a high quality service to customers.
- To operate on a day-to-day basis all operational computer systems associated with GFSL.
- To answer telephone requests for service from customers and to log details into the CAFM system.
- To contact operational staff (during normal working hours) and to allocate service request calls to the appropriate personnel, escalating matters if required.
- To distribute and process planned preventative maintenance (PPM) work instructions for both Operational staff and subcontractors.
- To assist Site Managers and Supervisors in the effective re-scheduling of PPM jobs and other operational tasks when deemed necessary.
- Coordinate with Operational staff, to process all purchase orders for delivery of materials and/or spares in conjunction with planned maintenance visits.
- Once client order number and authorisation from the Contract Manager is received, coordinate with Operational staff, to process all purchase orders for delivery of materials and/or spares in conjunction with reactive or additional work requirements.
- Raising/monitoring of all purchase orders in respect to Planned preventative maintenance, reactive maintenance, quoted & additional works only when all relevant supporting paperwork is attached i.e. Method Statements, Risk Assessments & Insurance Policies.
- Oversee and participate in the management of business correspondence, note taking, filing, sorting and general organisation of the GFSL office.
- Raising of Stationery Orders/Uniform/PPE.
- Management communication update of all relevant issues.
- Coordination and minuting of meetings.
- To co-ordinate staff annual leave, sickness, timesheets and expenses claims.
What you need to succeed: Previous administrative experience is necessary. Flexible and adaptable. Good verbal and written communication. Proactive, conscientious, and confident in their approach.
PLEASE NOTE: All candidates will be required to undergo a full prison security check, both of which will be facilitated by Hays upon registration. Please ensure you have a valid passport, birth certificate, full or provisional driving licence and proof of your national insurance number. If you do not have any of the listed identifications, we do offer alternative choices.
Administration Officer employer: Hays
Contact Detail:
Hays Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Administration Officer
✨Tip Number 1
Familiarise yourself with the specific administrative tasks mentioned in the job description, such as managing the CAFM system and processing purchase orders. This will help you demonstrate your understanding of the role during any interviews.
✨Tip Number 2
Highlight your previous experience in similar administrative roles, especially within a structured environment like the prison service. Be ready to discuss how you've maintained positive relationships with various stakeholders in your past positions.
✨Tip Number 3
Prepare to showcase your communication skills, both verbal and written. You may be asked to provide examples of how you've effectively communicated with team members or clients in previous roles.
✨Tip Number 4
Since this role requires a full prison security check, ensure you have all necessary identification documents ready. Being organised and prepared can set you apart from other candidates.
We think you need these skills to ace Administration Officer
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant administrative experience. Focus on skills such as communication, organisation, and proficiency with IT systems, especially those related to CAFM or similar.
Craft a Strong Cover Letter: Write a cover letter that specifically addresses the requirements of the Administration Officer role. Mention your previous experience in administration and how it aligns with the responsibilities outlined in the job description.
Highlight Relevant Skills: In your application, emphasise your ability to manage multiple tasks, maintain positive relationships, and adapt to changing environments. These are key traits for the role at HMP Pentonville.
Prepare for Security Checks: Since a full prison security check is required, ensure you have all necessary identification documents ready. This includes your passport, birth certificate, driving licence, and proof of national insurance number.
How to prepare for a job interview at Hays
✨Showcase Your Administrative Skills
Be prepared to discuss your previous administrative experience in detail. Highlight specific tasks you've handled, such as managing correspondence, using IT systems, or coordinating schedules, as these are crucial for the role.
✨Demonstrate Communication Abilities
Since the role requires good verbal and written communication, practice articulating your thoughts clearly. You might be asked to explain how you would handle communication with various stakeholders, so think of examples where you've successfully managed this.
✨Emphasise Flexibility and Adaptability
The job description mentions the need for flexibility. Be ready to provide examples of how you've adapted to changing circumstances in previous roles, especially in a fast-paced environment like a prison service.
✨Prepare for Security Checks
As the position requires a full prison security check, ensure you have all necessary identification documents ready. This shows your preparedness and understanding of the role's requirements, which can leave a positive impression.
