Overview
This is a co-ordination 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.
Responsibilities
* Development and implementation of business administration systems, databases and recording systems to support operational probation delivery.
* Preparation and collation of documentation for a variety of purposes to support effective divisional, functional or cluster business activity and operational probation delivery.
* Maintenance of divisional, functional or cluster Registers such as Serious Further Offences, Freedom of Information, Accidents, and Complaints; inputting data, monitoring agreed probation processes and ensuring completion in 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 timely reporting of problems, including repairs, defects and security issues with the buildings to facilities contractors and 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 relevant sites, or ensure they are undertaken; reporting issues 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, or ensure that there are sufficient people able to undertake these roles at the relevant sites.
People 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 approach 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 and information use
* 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.
* 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 that all reasonable precautions are taken towards the maintenance, security and confidentiality of written and electronically stored material, in line with Data Protection Act and Information Security Policies and Procedures.
* Ensure team resources are deployed cost effectively and provide best value; undertake or support Knowledge and Information Liaison Officer duties as needed.
* Demonstrate pro-social modelling and promote positive behaviour; work within the aims and values of NPS and MoJ.
Other notes
The duties described are not exhaustive. The job holder may be required to accept reasonable additional tasks of a similar level. Some elements may be re-examined under the Job Evaluation scheme. The role may require English (or Welsh where specified). Hybrid working arrangements may be available where business needs allow. National MoJ roles may be based in an office location or a Justice Collaboration Centre or Justice Satellite Office; arrangements will be discussed and agreed with the successful candidate and subject to pre-employment checks. Standard full-time hours are 37 per week, excluding unpaid breaks. MoJ welcomes part-time, flexible and job-sharing patterns where appropriate.
Essential Experience and Technical Requirements
* Demonstrate previous administration experience and experience providing a wide range of management support activities.
* Evidence of providing support and assistance to colleagues in delivering a quality service.
* NVQ Level 2 or equivalent; GCSE English and Maths (A-C) or equivalent.
* IT skills: Microsoft Word, Excel, Outlook, PowerPoint (or equivalent such as Lotus Notes).
Benefits and Eligibility
MoJ offers a range of benefits including annual leave, pension arrangements, training opportunities, networks for employee groups, and flexible working where available. All candidates are subject to security and identity checks prior to taking up post. For transformation and recruitment queries, see the provided contact details in the job posting. This role is subject to Enhanced Baseline Standard security checks and may include Civil Service transition terms where applicable.
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