The job holder will be required to carry out the following responsibilities, activities and duties: Management Support
Responsibilities
* 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 within 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; 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; 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 people are available to undertake these roles at the relevant sites; effectively 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 standpoint when making decisions on individual staff issues.
* Contribute to relevant training and development events as a trainer.
* Support recruitment activity for relevant posts within the cluster/division; 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, develop systems and compile reports as necessary; use data to identify trends and take appropriate action to maintain and enhance performance.
* Ensure that all reasonable precautions are taken toward 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.
* 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 working 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 consistently reinforcing pro‑social behaviour and attitudes and challenging anti‑social behaviour and attitudes.
* Work within the aims and values of NPS and HMPPS.
The duties and responsibilities listed above describe the post as it is at present and are 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.
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