This is a coordination and senior administrative role in the Divisional office, Function / Cluster local offices. The role provides corporate support office‑based activities to support the work of the Divisional and operational teams. The holder acts as an interface between the Hub Manager, Business Manager and colleagues as well as other partners on a wide range of issues. The holder reports to the Hub Manager in Divisional offices and the Business Manager in Function or Cluster offices and has line‑management responsibilities for Administrative Assistants, Case Administrators and other administrative staff. 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 holder also supports 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 holder must demonstrate a commitment to equality and inclusion and an understanding of its relevance to the work.
Responsibilities
* Develop and implement business administration systems, databases and recording systems to support operational probation delivery.
* Prepare and collate a range of documentation to support effective divisional, functional or cluster business activity and operational probation delivery.
* Maintain or support the relevant Business Manager in maintaining 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 time‑scales.
* Collect and distribute monies to/from Imprest, and maintain 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 timely reporting of problems, including repairs, defects and security issues with buildings to facilities contractors, and maintain progress to satisfactory conclusions.
* Undertake and coordinate health and safety risk assessments, fire drills and ergonomic assessments at the relevant sites, or ensure they are undertaken; report issues locally and to the Divisional HS&F Manager, maintain registers and coordinate training.
* Act as Cardinus Assessor, First Aider and Fire Warden; take forward actions to deal with local incidents and DSE assessments, or ensure sufficient staff undertake these roles at relevant sites.
Staff Management and Development
* 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 stance 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
* Write reports to support 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.
Personal Performance
* Manage own resources and take responsibility for own professional development.
Decision Making and Information Management
* Liaise with staff to receive, collate and analyse information; develop systems and compile reports as necessary. Use data to identify trends and take appropriate action to maintain and enhance performance.
* Ensure that reasonable precautions are taken to protect the maintenance, security and confidentiality of written and electronically stored material, in line with the Data Protection Act and Information Security Policies and Procedures.
* Ensure all team resources are deployed cost‑effectively and provide best value.
* Undertake or support locally the Knowledge and Information Liaison Officer role offering advice and guidance to OMs in completing such requests; work with the Data Access Compliance Unit to complete responses; act as Record Retrieval Requestor in line with populational arrangements.
* Demonstrate pro‑social modelling skills by consistently reinforcing pro‑social behaviour and attitudes and challenging anti‑social behaviour; work within the aims and values of NPS and HMPPS.
Qualifications and Experience
* Previous administration experience, providing a wide range of management support activities.
* Experience supporting colleagues in delivering a quality service.
* 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).
Benefits
* Annual Leave: 25 days on appointment, increasing to 30 days after five years’ service.
* Pension: Membership of the Local Government Pension Scheme (LGPS) through Greater Manchester Pension Fund.
* Training: Extensive staff development and training opportunities.
* Employee networks: Access to networks for employees of minority ethnic origin, disabilities, caring responsibilities, women and LGBTQ+ communities.
* Family‑Friendly policies, flexible benefits, paid parental leave and other customary civil service benefits.
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