Overview

This is a co-ordination and senior administrative role in the Divisional office, Function / Cluster local offices. The jobholder will provide corporate support office-based activities to support the work of the Divisional and operational teams. The jobholder acts as an interface between the Hub Manager, Business Manager and colleagues and other partners on a wide range of issues. The job holder will report to the Hub Manager in Divisional offices and Business Manager in Function or Cluster offices and will have line management responsibilities for Administrative Assistants, Case Administrators and other administrative staff. The post holder must adhere to all policies in respect of the sensitive/confidential nature of the information handled whilst working in this position. In line with NPS policies and procedures, the job holder must at all times demonstrate a commitment to equality and inclusion and an understanding of their relevance to the work they do.

Responsibilities, Activities & Duties

• Development and implementation of business administration systems, databases and recording systems to support operational probation delivery.
• Preparation and collation of a range of documentation for a variety of purposes to support effective divisional, functional or cluster business activity and operational probation delivery.
• Maintenance of divisional, functional or cluster registers such as Serious Further Offences, Freedom of Information, Accidents, Complaints; inputting data, monitoring agreed probation processes and ensuring completion in specified timescales.
• Collection and distribution of monies to/from Imprest, and maintenance of related records.
• Act as Vetting Contact Point for the relevant division, function or cluster.
• Monitor Travel Warrants, Bus passes, cheque book requests and assist with Purchase Orders where required, within the agreed procurement arrangements.
• Attend meetings and events to represent the relevant Business Manager as agreed from time to time.

Health, Safety & Fire

• Ensure the timely reporting of problems, including repairs, defects and security issues with the building(s) to facilities contractors and maintain progress to reach satisfactory conclusions and ensure equipment is in good working order.
• Undertake and co-ordinate health and safety risk assessments, fire drills and ergonomic assessments at the relevant sites, or ensure they are undertaken. Reporting issues locally and to the Divisional HS&F Manager. Maintaining registers and coordinating training.
• Act as Cardinus Assessor, First Aider and Fire Warden and take forward actions to deal with local issues arising from incidents and DSE Assessments, or ensure that there are sufficient people able to undertake these roles at the relevant sites.

Manage and Develop Staff

• Provide effective management and leadership to the team.
• Proactively manage staff development, issues of underperformance, attendance, health and safety, employee relations and diversity matters. Adopt a consistent, fair and objective approach when making decisions in relation to individual staff issues.
• Contribute to relevant training and development events as a trainer.
• Support recruitment activity for relevant posts within the cluster/division.

Communication and Performance

• Write reports to support the effective operation of the Division/Cluster/Function.
• Participate in meetings where appropriate, using appropriate skills, styles and approaches.
• Contribute to the management of the Division/Cluster/Function.
• Manage own resources and take responsibility for own professional development.
• Liaise with staff to receive, collate and analyse information, developing systems and compiling reports as necessary. Use data to identify trends and take action to maintain and enhance performance.
• Ensure that all reasonable precautions are taken towards the maintenance, security and confidentiality of written and electronic material, in line with the Data Protection Act and Information Security Policies and Procedures.
• Ensure that team resources are deployed cost effectively and provide best value.
• Undertake (or support locally if the role is held divisionally) the Knowledge and Information Liaison Officer role offering advice and guidance to OMs in completing such requests and work with the Data Access Compliance Unit to complete responses. Act as Record Retrieval Requestor in line with divisional, function or cluster arrangements.
• Demonstrate pro-social modelling skills by reinforcing pro-social behaviour and challenging anti-social behaviour and attitudes.
• Work within the aims and values of NPS and HMPPS.

The duties/responsibilities above describe the post as it is at present and are not exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level as necessary. An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh is required. The MoJ offers Hybrid Working arrangements where business needs allow. This is informal, non-contractual flexible working that blends working from base location, MoJ sites and/or home. Some roles will not be suitable for Hybrid Working. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review. Some nationally advertised roles will appoint to a MoJ office location, which may include the nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on completion of pre-employment checks. Standard full-time working hours are 37 hours per week excluding unpaid breaks. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs.

Essential Experience

• Demonstrate previous administration experience and experience of providing a wide range of management support activities.
• Evidence of providing support and assistance to colleagues in delivering a quality service.

Technical requirements

• NVQ Level 2 or equivalent.
• GCSE Grade A-C in English and Maths (or equivalent).
• IT Skills: Microsoft Word, Excel, Outlook, and PowerPoint (or equivalent, e.g. Lotus Notes).

Benefits and Working Arrangements

• The MoJ offers a range of benefits including annual leave (25 days on appointment, rising to 30 days after five years, plus public holidays) and pro-rata leave for part-time roles.
• Pension: The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the GMPF. See www.gmpf.org.uk for details.
• Training and development opportunities; options to join employee networks for minority groups.
• Family-friendly policies, flexible benefits, and access to childcare support schemes where applicable.
• Disability considerations: Reasonable adjustments during recruitment; interview process aligned with the Civil Service approach.

Equality and Inclusion

In line with NPS policies and procedures, the post holder must demonstrate a commitment to equality and inclusion and understanding of its relevance to the work they do.

Note: This description is based on the information provided and may be adjusted to reflect role specifics. For clarity, no additional content has been added beyond what was present in the original description.