Admin Officer (Complaints)

Overview

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

• Provide a full range of support services to the PS Division, including 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
• Providing information, feedback and advice
• Influencing and persuading
• Participate in meetings where appropriate
• Using appropriate skills, styles and approaches
• Manage own resources and professional development
• Hybrid Working arrangements may be available where business need allows. Arrangement details will be discussed and agreed with the successful candidate(s) and are subject to regular review.
• For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. Details will be discussed at offer stage.

Requirements & Desirable

• DBS Standard level (level of security checks required)
• 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 such as Lotus Notes)

Benefits

• Annual Leave: 25 days on appointment, increasing to 30 days after five years, plus public holidays (pro-rata for part-time).
• Pension: Local Government Pension Scheme (LGPS) via GMPF. See gmpf.org.uk for details.
• Training and development opportunities
• Employee networks and inclusive practices
• Flexible working and other family-friendly policies where applicable

Notes

The MoJ offers a range of additional information including Civil Service reform details, security checks, and recruitment processes. This description keeps the original role language and scope while presenting it in a structured, accessible format.