Yorkshire and the Humber Probation Service - Regional Admin Officer in Estates Hub

General Information

Salary
£24,645 \- £26,723
Working Pattern
Full Time, Part Time, Part Time/Job Share, Flexible Working
Vacancy Approach
External
Location
Barnsley, Beverley, Bradford, Bridlington, Dewsbury, Doncaster, Grimsby, Halifax, Harrogate, Huddersfield, Hull, Leeds, Northallerton, Rotherham, Scarborough, Scunthorpe, Sheffield, Skipton, Wakefield, York
Region
Yorkshire and the Humber
Closing Date
07\-Jul\-2026
Business Unit
NPS YatH Corporate Services (2021\)
Post Type
Fixed Term, Detached Duty, Loan, Secondment
Civil Service Grade
Other
Number of jobs available
2
Reserve List
12 Months
Job ID
19123

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 \& Duties

The job holder will be required to carry out the following 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 * ly 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 * ly 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 w 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.

Behaviours

• Changing and Improving


• Leadership


• Working Together


• Managing a Quality Service


• Delivering at Pace

Essential Experience

• Experience of providing a wide range of business service support activities


• Previous administrative experience

Technical requirements

• 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)

Additional Information
These are temporary roles until 31/03/27, with the potential to be extended.

Internal candidates must obtain permission from their Department Head before applying.

We are looking for highly organised and people\-focused Estates Regional Admin Officers to play a key role in supporting the effective management of the Yorkshire and the Humber estate. This is a varied position, perfect for someone who takes pride in keeping operations running smoothly. We are looking for candidates who are:

• Skilled at prioritising tasks in a fast\-paced environment


• Confident in using systems, spreadsheets, and databases


• Has excellent data entry accuracy


• Can do attitude


• Interested in developing knowledge of buildings, facilities, and estate management

Key responsibilities will include:

• Tracking and chasing overdue works


• Escalation of works


• Production of documents and reports using computer\-based systems


• Administration of shared folders


• Administration of Estates led Teams Channels


• Administration and triage of Estates functional mailbox


• Assisting with generic admin duties


• Maintenance of and contributing to the continuous improvement of administrative systems and processes

Working Arrangements \& Further Information

The MoJ offers Hybrid Working arrangements w 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, w 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. T 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.childca

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