Overview
This is a coordination 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. The Senior Admin Officer role within the East Midlands Homelessness Prevention Team is dynamic and not a typical SAO position, demanding a willingness to learn and develop skills on the job.
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 documentation to support effective divisional, functional or cluster business activity and operational probation delivery.
* Maintenance of divisional, functional or cluster registers (e.g., Serious Further Offences, Freedom of Information, Accidents, Complaints); inputting data, monitoring 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 within 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 (repairs, defects, security issues) to facilities contractors and maintain progress to reach satisfactory conclusions and ensure equipment is in good working order.
* Coordinate health and safety risk assessments, fire drills and ergonomic assessments at relevant sites, reporting 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, ensuring sufficient trained personnel at relevant sites.
Staff Management and Development
* Provide effective management and leadership to the team; proactively manage staff development, underperformance, attendance, health and safety, employee relations and diversity matters; adopt a consistent, fair and objective approach.
* Contribute to relevant training and development events as a trainer; support recruitment activity for relevant posts within the cluster/division.
Communication and Information Management
* Write reports to support the effective operation of the Division/Cluster/Function; participate in meetings with appropriate skills and approaches; contribute to the management of the Division/Cluster/Function.
* Use information to take critical decisions: liaise with staff to receive, collate and analyse information, develop systems and compile reports; identify trends and take action to maintain and enhance performance.
* Ensure security and confidentiality of written and electronic material in line with Data Protection Act and Information Security Policies.
* Ensure team resources are deployed cost-effectively and provide best value; undertake or support Knowledge and Information Liaison Officer role; act as Record Retrieval Requestor as needed.
* Demonstrate pro-social modelling and alignment with NPS and HMPPS aims and values.
Knowledge, Skills and Collaboration
* Work with regional and national CAS3 data for analysis and maintain oversight of Regional Accommodation location mapping; supervise a small admin team and provide cover during staff absences.
* Liaise with peer SAOs across regions and contribute to National CAS3 calls.
* Prepare weekly CAS3 statistics, monthly HPT Delius Homeless Predictor Tool, and various CAS3-related reports for Accommodation PSOs; manage Local Authority Pre Release panels administration and CAS3 regional trackers reconciliation.
* Collaborate with fellow HPT managers on analytical reports related to accommodation.
Qualifications and Experience
* Essential Experience: Demonstrate previous administration experience and a wide range of management support activities; experience providing support to colleagues in delivering a quality service.
* Technical requirements: NVQ Level 2 or equivalent; GCSE English and Maths (A-C) or equivalent; IT skills with Microsoft Word, Excel, Outlook, PowerPoint (or equivalent such as Lotus Notes).
Working Arrangements and Benefits
* MoJ offers Hybrid Working arrangements where business need allows; arrangements discussed with successful candidate and subject to regular review.
* Standard full-time hours are 37 per week; MoJ supports part-time, flexible and job-sharing patterns.
* Disability Confident employer; adjustments available in recruitment and workplace; information on applying for a role as a candidate with a disability is provided.
* Benefits: annual leave (25 days increasing to 30 after five years), LGPS pension, training opportunities, networks for employee groups, and flexible benefits.
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