HM Prison and Probation Service
Divisional Support Hub Manager- London Probation Service (Ref: 18350)
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Job Title: Administrative Team Leader Location: NPS MITRE HOUSE, London, SE1 1JD
Overview
This is a Divisional HQ first-line management role, reporting to the Deputy Director, NPS. The role involves leading and managing a team of business administrators to deliver business-specific and transactional office-based activities that support the NPS Division.
The primary responsibility is to coordinate and allocate work across the team, taking into account current workload, skills, and knowledge of individual team members.
Summary
The purpose of this role is to lead and manage the divisional administrative function, ensuring efficient and effective running of the Support Hub—which provides a full set of business support services to the NPS Division. The role holder will also undertake specific activities and duties commensurate with the grade, including:
- Managing a team providing business services support
- Supporting the NPS Deputy Director operationally and analytically
- Effective management of resources across workload, budgets, and staff development
Responsibilities, Activities & Duties
Business Services Support
Management of a team providing administrative services across:
- HR: including appraisal, reward and recognition, training administration, and organisational charts
- Absence management (primary contact)
- Vetting (Single Point of Contact—SPOC)
- Gift and hospitality register maintenance
- ICT: including change requests and procurement (e.g., I-Proc requests/approvals)
- Information management ( volgende probation systems and plateau)
- Quantum point of contact
- Divisional Health & Safety compliance
- Meeting and event administration
- Public enquiry line handling
- Functional mailbox management
- Car hire booking administration
- General office administration
- Divisional complaints register
Management Support
- Leadership & line management:
- Developing team leadership skills
- Aligning team objectives with service quality
- Anticipating future demands and proposing innovative solutions
- Liaising with Divisional colleagues to ensure service requirements are met
- Operational delivery:
- Managing workflow
- Allocating tasks to meet performance standards
- Implementing administrative systems and procedural changes based on probation policies
- Shared Services Coordination:
- Ensuring effective handoffs and touchpoints with the Shared Service Centre
- Resources & Budgeting:
- Agreeing budgets and unit costs for programmes of work
- Advising on financial and resourcing issues for forward planning
- Health & Safety & E&D Compliance:
- Reviewing COSHH assessments, risk assessments, and Display Screen Equipment guidelines
- Ensuring ** equity and diversity (E&D) compliance** in all policies
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Effective Staff Development
- Management & development:
- Leading performance reviews and employee appraisals
- Addressing poor performance
- Handling sickness absence and early intervention initiatives
- Conflict resolution:
- Addressing capability/grievances/harassment/complaints within guidelines
- Managing conduct and conflict resolution
Communication Skills
- Providing information, feedback, and advice effectively
- Influencing stakeholders using negotiation and persuasion strategies
- Chairing and participating in meetings
Performance & Decision-Making
- Collecting, analysing, and reporting on data
- Forecasting trends for quality improvement
- Managing systems for sensitive information and intelligence exchange
Diversity & Quality
- Promoting an inclusive culture and implementing ** diversity policies**
- Collaborating with Equality and Diversity Units to enhance workplace standards
Note: Responsibilities listed cover key expectations, though new tasks may be introduced based on organisational needs (additional work may be evaluated under a job evaluation scheme if significant).
Key Requirements
Core Experience
- Proven experience in business support services
- Demonstrated team management and process optimisation skills
- Operational experience in a probation setting
Technical Skills & Qualifications
- NVQ Level 4 qualification (or equivalent) in a ** relevant business/HR/ICT subject**
- Microsoft proficiency: Word, Excel, Outlook, PowerPoint (or similar—e.g., Lotus Notes)
- Prior leadership in managing office-based administrative functions
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Key Selection Behaviours
Five key competencies underpin success:
- Working Together
- Leadership
- Managing a Quality Service
- Delivering at Pace
- Making Effective Decisions
- ** Changing and Improving**
What We Offer
- Flexible working arrangements with work-life balance support
- Investment in learning & development
- Inclusive work culture and diversity promotion
- Civil Service pension (with 28.97% employer contribution)
Full Benefits Package (Civil Service)
✅ Annual leave (25+ days' basic) ✅ Public holidays ✅ Season Ticket Travel Advance
For recruitment, benefits, and application guidance: Visit our Candidate Information Page
Security & Engagement
- Security clearance: Successful candidates must pass criminal record checks and baseline personnel security standards (BPSS).
Eligibility
Nationality & Residency Requirements
Applicants meeting the following criteria are eligible:
- UK, Irish, or Commonwealth nationals (with UK work right/historical scheme access)
- EU nationals (Switzerland, Norway, Iceland, Liechtenstein) and dependent family members with settled/pre-settled status under EUSS
- Turkish nationals or eligible family members accessioning to service-specific rights
Further guidance on eligibility requirements.
Selection Process
This vacancy uses Success Profiles, assessing Behavioural Competencies, Strengths, and Relevant Experience. No feedback provided beyond post-interview/assessment stages.
Further Information
More about Working in the Civil Service:
- Civil Service Complaints & Recruitment Principles
- Civil Service Disability Confident Scheme
- Veteran Scheme Opportunities
Contact Enquiries
📧 Email: moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk ☎ Phone: 0345 241 5358
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