Ministry of Justice UK
22192 - Redditch Senior Administration Officer
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Senior Administrative Officer
Job Title
Senior Administrative Officer
Directorate
National Probation Service
Band
3
Overview of the Job
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.
Summary
The purpose of the role is to ensure efficient and effective business support and operational administrative services are provided to the Division, Function or Cluster. The jobholder will support the Business Manager to ensure effective compliance with Health, Safety and Fire Regulations, acting as Single Point of Contact / Estates Liaison Officer for the buildings from which they operate. 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. The post holder must adhere to all policies in respect of the sensitive/confidential nature of the information handled whilst working in this position.
Responsibilities, Activities & Duties
Management Support
- 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 ( or supporting the relevant Business Manager to maintain) 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, and 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.
Effectively Manage and Develop staff
- To provide effective management and leadership to the team.
- To proactively manage staff development, issues of underperformance, attendance, health and safety, employee relations and diversity matters. Adopt a consistent, fair and objective standpoint 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.
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Use communication effectively
- 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.
Enhance your own performance
- Manage own resources and take responsibility for own professional development.
Use information to take critical decisions
- Liaise with staff to receive, collate and analyse information, developing systems and compiling reports as necessary. Using data to identify trends and taking appropriate action to maintain and enhance performance.
- Ensure that all reasonable precautions are taken towards the maintenance, security and confidentiality of written and electronically stored material, in line with the requirements of the Data Protection Act and Information Security Policies and Procedures.
- To ensure that all 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 Data Access Compliance Unit to complete responses. Acting as Record Retrieval Requestor in line with divisional, function or cluster arrangements.
- Demonstrate pro-social modelling skills by consistently reinforcing pro-social behaviour and attitudes and challenging anti-social behaviour and attitudes.
- To work within the aims and values of NPS and HMPPS.
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.
An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.
Behaviours
- Changing and Improving
- Making Effective Decisions
- Delivering at Pace
- Managing a Quality Service
- Developing Self and Others
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 i.e. Lotus Notes).
Hours of Work (Unsocial Hours)- Allowances
37
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.
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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
- 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.
- 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-en
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