About this role
### Location
Basildon, Bedford, Bury St Edmunds, Cambridge, Chelmsford, Cheshunt, Colchester, Huntingdon, Ipswich, King's Lynn, Luton, Northampton, Norwich, Peterborough, Southend-on-Sea, St Albans, Stevenage, Wellingborough
Job description
Summary
The job holder will provide administrative support within the Probation Service, ensuring that the Regional IOM Team is supported through effective a dministration, coordination and communication processes.
The post holder will maintain administrative systems within specified timescales to support the achievement of regional objectives and priorities. In line with HMPPS policies and procedures, the job holder must at all times demonstrate a commitment to equality, diversity and inclusion and an understanding of their relevance to the work they undertake.
The post holder must adhere to all policies relating to the sensitive and confidential nature of the information handled whilst working in this role.Overview of the Role This is a varied and rewarding role supporting the delivery of Integrated Offender Management (IOM) across the East of England. The successful candidate will provide administrative and coordination support to the Regional IOM Team, helping to ensure the effective delivery of regional priorities and objectives. The role includes coordinating meetings and events, supporting governance and communication activities, maintaining records and tracking systems, and assisting with the delivery of regional projects and initiatives. The post holder will work with colleagues across Probation, Police and partner agencies, supporting collaboration and information sharing across the region. This position provides an opportunity to develop knowledge of regional delivery, governance processes and partnership working within the criminal justice system, while contributing to work that supports the reduction of reoffending and the protection of the public.
Responsibilities, Activities and Duties
The successful applicant may be required to undertake the following duties (this list is not exhaustive):
• Administrative Support
• Provide comprehensive administrative support to the Regional IOM Team.
• Manage electronic records, trackers and filing systems.
• Support the management of shared mailboxes and incoming correspondence.
• Prepare and distribute communications, briefing papers and reports.
• Maintain accurate records and ensure information is stored appropriately.
• Meeting and Governance Support
• Organise regional meetings, forums, workshops and events.
• Prepare agendas and circulate meeting papers.
• Attend meetings and produce accurate notes, minutes and action logs.
• Monitor and follow up outstanding actions on behalf of the team.
• Support governance arrangements and reporting requirements. Information and Performance Support
• Assist with the collection and collation of regional performance information.
• Support the maintenance of regional monitoring and tracking systems.
• Contribute to the preparation of performance packs and reports.
• Ensure information is accurate, timely and presented in an accessible format. Partnership Working
• Act as a point of contact for local IOM schemes and partner agencies.
• Support communication and engagement across the regional IOM network.
• Assist with coordinating requests for information from stakeholders.
• Promote effective partnership working across agencies and organisations.
• General Duties
• Use Microsoft Office applications and approved business systems effectively.
• Maintain confidentiality and comply with information security requirements.
• Work flexibly to support emerging business priorities within the Regional IOM Team.
Essential Criteria Applicants will be able to demonstrate:
• Excellent organisational and administrative skills.
• Experience of managing competing priorities and working to deadlines.
• Strong written and verbal communication skills.
• Good attention to detail and accuracy.
• Experience of using Microsoft Office applications, including Outlook, Word, Excel and Teams.
• The ability to build and maintain effective working relationships.
• The ability to work both independently and as part of a team.
• A commitment to equality, diversity and inclusion. Desirable Criteria
• Experience of arranging meetings and taking minutes.
• Experience of maintaining spreadsheets, trackers and databases.
• Knowledge of HMPPS, Probation or criminal justice services.
• Experience of working with multiple stakeholders and partner organisations.
Additional Information
Working Arrangements & Further Information
The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and 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. This will be discussed and agreed on the completion of pre-employment checks.
Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.
Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS’ Flexible Working policy.
Benefits
The MoJ offers a range of benefits:
Annual Leave
Annual leave is 25 days on appointment and will increase to 30 days after five years’ service, plus public holidays. Leave for part-time and job share posts will be calculated on a pro-rata basis
Pension
The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF). Please visit www.gmpf.org.uk for further information.
Please note: Any current Civil Servant who is a member of the PCSPS, by accepting an offer of employment to the National Probation Services will be opted out of the PCSPS and auto enrolled into the Local Government Pension Scheme.
Training
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
Networks
The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender.
Eligibility
Staff on fixed term appointments must have been recruited through fair and open competition.
All candidates are subject to security and identity checks prior to taking up post.
Vacancies advertised “cross-government” are only open to all Civil Service employees and employees of accredited non-departmental public bodies (NDPBs) who were appointed on merit following a fair and open competition; or were appointed to a permanent post through an exception in the Civil Service Commissioners' rules.
Support
- A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
- Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
- For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.GOV.UK (https://www.gov.uk/help-with-childcare-costs/tax-free-childcare) or Childcare Choices (https://www.childcarechoices.gov.uk/) . You can determine your eligibility at https://www.childcarechoices.gov.uk/.
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles . Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order
- To Transformative Business Services (0345 241 5358 (Monday to Friday 8am - 6pm) or e mail [email protected] (mailto:[email protected]) );
- To Ministry of Justice Resourcing team ( [email protected] (mailto:[email protected]) );
- To the Civil Service Commission (details available here (https://civilservicecommission.independent.gov.uk/recruitment/recruitment-complaints/) )
As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.
You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.
For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos .
Diversity & Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy .
Redeployment Interview Scheme
Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.
MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.
Civil Service Nationality Rules
This job is broadly open to the following groups:
- UK nationals
- nationals of the Republic of Ireland
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families (https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.gov.uk%2Fsettled-status-eu-citizens-families&data=05%7C01%7Cchristopher.jeffery%40soprasteria.com%7C8a2293860362402c15da08dbf4cff146%7C8b87af7d86474dc78df45f69a2011bb5%7C0%7C0%7C638372946312587803%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=s%2BxUsev%2BGeeK%2FLgTUjpjfTJu%2FjpKQZ%2BQPJXNduvik3Q%3D&reserved=0)
- nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
- individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
- Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules
Reserve list
A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.
Contact Information
If you are interested in the role and would like to find out more, please contact:
- Rebecca Hatton - Regional IOM Operations Lead, Probation East of England
Email: [email protected]
- Jenny Taylor - IOM Business Manager
Email: [email protected]
MoJ:
If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail [email protected]
Please quote the job reference
HMPPS
If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail [email protected]
Please quote the job reference 23352
Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here (https://www.gov.uk/government/publications/success-profiles/success-profiles-strengths).
Use of Artificial Intelligence (Al)
Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.