23034 - Hub Admin Support - SW & SC Prisons Hub

Job description

About

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

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

• 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

• To 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

• To be responsible for maintaining distribution lists and distribute all communications to key groups.

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 alterations 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.