About The Position
This is a coordination and senior administrative role supporting the Divisional and operational teams of the National Probation Service. The postholder provides office-based corporate support and acts as an interface between the Hub Manager or Business Manager, colleagues and external partners. The role includes line management of Administrative Assistants, Case Administrators and other administrative staff, including staff based in prisons and PDUs. The role is responsible for ensuring efficient and effective business support and operational administrative services. It also supports compliance with health, safety and fire regulations and may involve acting as the Single Point of Contact or Estates Liaison Officer for the relevant buildings. The postholder must handle sensitive and confidential information in accordance with applicable policies and demonstrate a commitment to equality and inclusion. The position is full time and offered as a fixed-term appointment of up to 12 months, on a loan or detached-duty basis. Travel across custodial establishments within the South West is essential. New entrants are expected to complete a six-month probationary period working in the office. Hybrid arrangements may be available where business needs allow and are agreed with the successful candidate.
Requirements
- Full UK driving licence.
- Ability to fulfil the spoken aspects of the role with confidence in English, or Welsh where specified in Wales.
- Ability to handle sensitive and confidential information in accordance with relevant policies and procedures.
- Internal applicants must currently work in the South West Region; the post is open to lateral transfer as a loan or detached duty, and promotion applicants will undertake a temporary acting-up arrangement with a loan or detached-duty agreement.
- Applications are assessed against the behaviours Delivering at Pace, Making Effective Decisions and Developing Self and Others, as well as experience and technical questions covering Microsoft Office and/or other IT databases.
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 maintenance of registers, including Serious Further Offences, Freedom of Information, accidents and complaints; enter data, monitor processes and ensure completion within required timescales.
- Collect and distribute monies to and from the Imprest and maintain associated records.
- Act as the vetting contact point for the relevant division, function or cluster.
- Monitor travel warrants, bus passes and cheque book requests, and assist with purchase orders within agreed procurement arrangements.
- Attend meetings and events to represent the relevant Business Manager as agreed.
- Report building repairs, defects and security issues to facilities contractors, track progress and help ensure equipment is in good working order.
- Undertake or coordinate health and safety risk assessments, fire drills and ergonomic assessments; report issues and maintain registers and training coordination.
- Act as, or ensure sufficient staff are available to act as, Cardinus Assessor, First Aider and Fire Warden; follow up on local incidents and display-screen equipment assessment actions.
- Manage and lead the administrative team, including staff development, performance, attendance, health and safety, employee relations and diversity matters.
- Contribute to training and development events as a trainer and support recruitment for relevant posts.
- Write reports and participate in meetings using appropriate communication skills and approaches.
- Manage own resources and take responsibility for professional development.
- Collate and analyse information, develop systems and reports, identify trends and take appropriate action to maintain or improve performance.
- Protect the security and confidentiality of written and electronic information in line with data protection and information security policies.
- Ensure team resources are deployed cost-effectively and provide best value.
- Undertake or support the Knowledge and Information Liaison Officer role, advise Offender Managers on requests, work with the Data Access Compliance Unit on responses and act as Record Retrieval Requestor in line with local arrangements.
- Model and reinforce pro-social behaviour and attitudes, challenge anti-social behaviour and attitudes, and work in line with NPS and HMPPS aims and values.
- Travel across custodial establishments within the South West.
Benefits
- 25 days' annual leave on appointment, rising to 30 days after five years' service, plus public holidays.
- Local Government Pension Scheme through the Greater Manchester Pension Fund.
- Extensive training and development opportunities.
- Opportunity to join employee-run networks supporting employees from minority groups.
- Family-friendly policies, including opportunities to work reduced hours or job share.
- Access to flexible benefits, voluntary benefits, retail vouchers and discounts.
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
- Annual prison allowance of £781, subject to pay-related increase.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
No Education Listed
