Administrative Officer South West Regional Hub

Responsibilities, Activities & Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

• 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

The 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.