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- Tasks: Support administrative functions and improve workflows for the PS Division.
- Company: Join the Ministry of Justice, a key player in public service.
- Benefits: Enjoy hybrid working, flexible hours, and various staff perks.
- Why this job: Be part of a dynamic team making a real impact in public service.
- Qualifications: Previous admin experience and NVQ Level 2 or equivalent required.
- Other info: Security checks are mandatory; part-time and job-sharing options available.
The predicted salary is between 30000 - 42000 £ per year.
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 include:
Responsibilities
- Production of documents and reports using computer-based systems.
- Maintenance of and contribution to the continuous improvement of administrative systems, processes and workflows to meet Divisional requirements.
- Provide a full range of business services to the PS Division, including administrative functions as determined by the Divisional Support Hub Manager.
- HR, absence management recording, vetting administration and co-ordination, appraisal, reward and recognition recording, Gift & Hospitality register updating, training administration, maintaining 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), and other duties.
- Assisting with the design, development and maintenance of computerised and manual records.
- Working with local senior management to ensure consistent processes within local Probation teams.
- Producing core process maps detailing Probation and Corporate Support processes.
- Processing and recording documents related to goods and services; administering room bookings, meetings and events; responding to internal and external enquiries; hire car booking administration; general office administration; handling printing requests; circulating alerts.
- Using keyboard skills to produce and present documentation effectively; responding to correspondence and queries; recording, supplying and retrieving data from computerised systems and providing management information to deadlines; organising and storing paper-based information; handling sensitive and confidential data in line with data protection requirements; working with Shared Services to follow appropriate protocols.
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).
Other information
The MoJ offers Hybrid Working arrangements where business need allows. Standard full-time working hours are 37 hours per week excluding unpaid breaks. HMPPS welcomes part-time, flexible and job-sharing patterns. Security and identity checks are required. There are various staff benefits and networks as described.
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Administrative Officer employer: Ministry of Justice
Contact Detail:
Ministry of Justice Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Administrative Officer
✨Tip Number 1
Familiarise yourself with the specific administrative systems and processes mentioned in the job description. Understanding how these systems work will not only help you during the interview but also demonstrate your proactive approach to the role.
✨Tip Number 2
Highlight any experience you have with document production and data management. Be ready to discuss specific examples of how you've used tools like Microsoft Word and Excel to streamline administrative tasks in previous roles.
✨Tip Number 3
Prepare to showcase your organisational skills by discussing how you've managed multiple tasks or projects simultaneously. This is crucial for the role, as it involves handling various administrative functions and deadlines.
✨Tip Number 4
Research the MoJ's values and how they align with your own. Being able to articulate this connection during your conversation can set you apart and show that you're a good cultural fit for the organisation.
We think you need these skills to ace Administrative Officer
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant administrative experience and skills that align with the job description. Emphasise your proficiency in Microsoft Office applications and any previous roles where you provided business support.
Craft a Strong Cover Letter: Write a cover letter that specifically addresses the responsibilities mentioned in the job description. Use examples from your past experience to demonstrate how you can contribute to the PS Division's administrative functions.
Highlight Relevant Qualifications: Clearly state your qualifications, such as NVQ Level 2 or equivalent, and any other relevant certifications. Mention your progress towards RSA III or similar qualifications to show your commitment to professional development.
Showcase Your IT Skills: Detail your IT skills in your application, particularly your experience with Microsoft Word, Excel, Outlook, and PowerPoint. Provide specific examples of how you've used these tools in previous roles to enhance administrative processes.
How to prepare for a job interview at Ministry of Justice
✨Showcase Your Administrative Skills
Be prepared to discuss your previous administrative experience in detail. Highlight specific examples of how you've successfully managed documents, reports, and workflows in past roles, as this will demonstrate your capability to handle the responsibilities outlined in the job description.
✨Familiarise Yourself with Relevant Software
Since the role requires proficiency in Microsoft Word, Excel, Outlook, and PowerPoint, make sure you brush up on these applications. Be ready to discuss how you've used them in your previous jobs, especially in producing reports or managing data.
✨Understand the Importance of Data Protection
Given the sensitivity of the information you'll be handling, it's crucial to understand data protection protocols. Be prepared to talk about your experience with confidential data and how you ensure compliance with data protection requirements.
✨Demonstrate Your Problem-Solving Abilities
The role involves continuous improvement of administrative systems and processes. Think of examples where you've identified inefficiencies and implemented solutions. This will show your proactive approach and ability to contribute to the team's success.