Role Summary
This senior administrative role supports the Divisional, Function and Cluster offices by providing corporate support, managing administrative staff, ensuring compliance with health, safety and estate procedures, and coordinating business administration systems. The role reports to the Hub Manager or Business Manager and has line‑management responsibilities for Administrative Assistants and Case Administrators.
Key Responsibilities
* Develop and implement business administration systems, databases and recording systems to support operational probation delivery.
* Prepare and collate documentation for divisional, functional or cluster business activity and operational probation delivery.
* Maintain, or support the appropriate Business Manager in maintaining, registers such as Serious Further Offences, Freedom of Information, Accidents, Complaints and other statutory records; input data, monitor agreed probation processes and ensure completion within specified timescales.
* Collect and distribute monies to/from Imprest and maintain related records.
* Act as the Vetting Contact Point for the relevant division, function or cluster.
* Monitor Travel Warrants, bus passes and cheque book requests; assist with purchase orders where required under the agreed procurement arrangements.
* Attend meetings and events to represent the Business Manager as agreed.
* Ensure timely reporting of building problems, repairs, defects and security issues to facility contractors and maintain progress to satisfactory conclusion; keep equipment in good working order.
* Co‑ordinate health and safety risk assessments, fire drills and ergonomic assessments at relevant sites; report issues locally and to the Divisional HS/F Manager; maintain registers and coordinate training.
* Act as Cardinus Assessor, First Aider and Fire Warden and forward actions to address local incidents and DSE assessments; ensure sufficient people are available to undertake these roles at relevant sites.
* Provide effective management and leadership to the team; proactively manage staff development, underperformance, attendance, health and safety, employee relations and diversity matters with a consistent, fair and objective approach.
* Contribute to training and development events as a trainer; support recruitment activity for relevant posts within the cluster or division.
* 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; manage own resources and take responsibility for personal professional development.
* Liaise with staff to receive, collate and analyse information; develop systems and compile reports; use data to identify trends and take appropriate action to maintain and enhance performance.
* Ensure reasonable precautions are taken to maintain the security and confidentiality of written and electronically stored material in line with the Data Protection Act and Information Security Policies.
* Ensure that 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; work with the Data Access Compliance Unit to complete responses; act as Record Retrieval Requestor in line with arrangements.
Hybrid Working
The MoJ offers a hybrid working arrangement, allowing staff to work from their base location, other MoJ sites or from home, provided the role remains based in the UK. Hybrid working will be discussed with successful candidates and reviewed regularly.
Benefits
* Annual leave: 25 days on appointment, increasing to 30 days after five years’ service; pro‑rated for part‑time and job‑share posts.
* Pension: Covered by the Local Government Pension Scheme (LGPS) via the Greater Manchester Pension Fund.
* Training: Access to extensive staff development and training opportunities.
* Employee networks: Opportunities to join networks for minority ethnic origin, disability, carers, women, LGBTQ+ and gender diversity.
* Flexible benefits: Family‑friendly policies, voluntary benefits, retail vouchers and discounts.
* Parental leave: Paid paternity, adoption and maternity leave.
* Health: Free annual eye tests for employees using computer screens.
Essential Experience
* Demonstrated experience in senior administrative support and providing a wide range of management support activities.
* Evidence of supporting 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 (equivalent to Lotus Notes acceptable).
Behaviours
* Changing and Improving
* Making Effective Decisions
* Delivering at Pace
* Managing a Quality Service
* Developing Self and Others
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