23034 - Hub Admin Support - SW & SC Prisons Hub

Ministry of Justice•Portland, OR

14d•Hybrid

About The Position

The South West and South Central prison Hub are looking for an organised and proactive Administrator to join our team, providing high-quality support across two Prison Group Directorates. This is a varied and rewarding role where you will work closely with senior leaders, colleagues, and stakeholders to help ensure everything runs smoothly and efficiently. To maintain strong partnerships and provide effective support, regular travel between establishments will be required. Although travel is not expected on a daily basis, candidates should be prepared to visit sites approximately once a week, in line with business needs. The job holder will undertake a share of the transactional activity associated within the Administration Hub. This includes processing most or all of the following categories of paperwork and inputting data ready for checking and onward transmission to the Hub Manager: Correspondence, Car Hire reconciliation, Fixed and local assets, IT Administration, Training, HR – Entry & Exit Processes, Vetting, Contact point, Quantum Point of Contact, Room Bookings, Printing, Procuring goods and services, Absence reporting, IT Administration / Change Request System (CRS), Distributing Communications to various stakeholder groups.

Requirements

Organised and proactive Administrator
Ability to travel between establishments approximately once a week
Processing paperwork and inputting data
Dealing with face to face enquiries
Booking meeting rooms, projectors, flipcharts, teleconference facilities
Monitoring functional mailboxes and logging requests
Diary management and administrative support for Senior Managers
Processing CRS cases
Arranging meetings, taking minutes/notes
Ordering items from i-procurement system
Using Government Procurement Card (GPC) for ad hoc items
Receipting procured items
Entering sickness absences on Oracle
Acting as Vetting Contact Point
Reporting faults with equipment and communal areas
Arranging bulk printing requests and distribution
Responding to general IT queries and providing basic IT support
Ordering copier supplies
Managing complaints, queries and requests
Maintaining distribution lists and distributing communications

Nice To Haves

The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Responsibilities

To be the first point of contact for general administrative support which will include; dealing with face to face enquiries, booking meeting rooms, projectors, flipcharts, teleconference facilities
To monitor the Directorates functional mailbox, actioning any issues and where needed logging the request in the relevant folder/spreadsheet
Provide Diary management and administrative support for Senior Managers
Act as the Directorate QPC, logging and processing CRS cases, overseeing the case until completion.
Arrange meetings, including all the preparation work, taking minutes/notes and writing up the minutes to a high standard
Order items from i-procurement system, ensuring forms are completed correctly and in line with policy. For non-catalogue/ad hoc items the use of a Government Procurement Card (GPC).
Receipt procured items with issued Purchase Order numbers
Enter sickness absences on Oracle for staff in the defined work area
Act as Vetting Contact Point, verifying vetting documents, signing copying, filling in forms and sending onto the SSCL to be processed
Deal with problems relating to the facilities in defined work areas reporting any faults with equipment and communal areas for example kitchen
Be required to arrange bulk printing request and distribute to recipients
Respond to general IT queries and provide basic IT support for the defined area of work and ordering copier supplies through HP (Hewlett Packard)
Act as Directorate SPOC to manage complaints, queries and requests
Be responsible for maintaining distribution lists and distribute all communications to key groups.