16663 - Administrative Officer - Worle - Full Time - Permanent

General Information

Salary £24,549 Working Pattern Full Time Vacancy Approach External Location Weston-super-Mare Region South West Closing Date 27-Apr-2026 Business Unit NPS South West Corporate Services (2021) Post Type Permanent Civil Service Grade Other Number of jobs available 1 Reserve List 12 Months Job ID 16663

Descriptions & requirements

Job description

Overview of the job

This is a divisional administrative role based in the PS regional office. The job holder  reports to the Divisional Support Hub Manager and supports the provision of business specific and transactional office based activities across the regional PS Division.   

The job holder works collaboratively with other team members to provide the whole  range of administrative support services required. The job holder may be expected to support a number of teams/functions within the operational area and is expected to  have sufficient knowledge of at least one other role to be able to offer support and  cover during annual leave and sickness absence.  

Summary
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 will include:  

• Production of documents and reports using computer based systems.
• Maintenance of and contributing to the continuous improvement of  administrative systems, processes and workflows to meet Divisional  requirements.  

Responsibilities, Activities and Duties:
Business Services Support
Provide a full range of  support services to the PS Division, which will include the  provision of a broad range of administrative functions as determined by the Divisional Support Hub Manager but which may include:  
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  

Use communication effectively 

• Providing information, feedback and advice   
• Influencing and persuading   
• Participate in meetings where appropriate
• Using appropriate skills, styles and approaches 

Enhance your own performance  

• 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.   Additional Information

We’re excited to offer a rewarding opportunity to become part of the administration team at the South West Regional Hub. As an Administration Officer, you’ll play a key role in supporting the South West region with a wide variety of tasks. These may include, recruitment and vetting processes, procurement, information security support and general administrative coordination. This role is highly collaborative, involving close teamwork within the Hub and across the wider South West region. It’s a chance to make a real impact by ensuring our colleagues receive effective and timely administrative support.

A statement of suitability of 500 words is required explaining how you consider your personal skills, qualities and experience evidence of your suitability for this role in reference to the essential criteria.

Should a large number of applications be received, an initial sift may be undertaken using the lead behaviour "Managing a Quality Service". Candidates who pass the initial sift will progress to full sift, or progress straight to interview.

The STAR method is a structured approach to answering interview questions by outlining the Situation, Task, Action, and Result of your experiences. 

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

All candidates are subject to security and identity checks prior to taking up post

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 or Childcare Choices.  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 moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk);
• To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);
• To the Civil Service Commission (details available here)

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.

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

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
• 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

Kirsty.Weaving@justice.gov.uk

MOJ

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference: 16663

HMPPS

If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference: 16663

Job Description Attachment

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Application form stage assessments

Behaviours A sift based on the lead behaviour, Managing a Quality Service, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered. Behaviours Application Form Question Word Limit 250 Delivering at Pace Managing a Quality Service Working Together Experience We will assess your experience for this role via the following methods Statement of Suitability Statement of Suitability Guidance for the Statement of Suitability Please provide examples of any relevant technical skills, experience and behaviours you feel demonstrate your suitability for the role based on the job description. Evidence of Experience Statement of Suitability Technical Technical Questions Application Form Question Word Limit 250 Please provide examples of how you meet the technical requirements of the role:
- 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 i.e. Lotus Notes)

Interview stage assessments

Interview Dates TBC Behaviours Managing a Quality Service Leadership Changing and Improving Strengths Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here. Level of security checks required DBS Standard

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.