About the job

Job summary

Please refer to Job Description

Job description

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

Overview of the job

This is a Divisional HQ first line management role reporting to the Deputy Director NPS. Leading and managing a team of business administrators to deliver business- specific and transactional office based activities to support the work of the NPS Division.
Responsible for coordinating and allocating work across the team, taking into account
current workload, skills and knowledge of individual team members.

Summary

The purpose of the role is to lead and manage the divisional administrative function and to ensure efficient and effective running of the Support Hub, which provides the full set of business support services to the NPS Division. The post also undertakes a variety of specific activities and duties for which the job holder is held personally accountable, commensurate with their grade. Responsibilities include:
• Managing a team providing business services support
• Provision of support to the NPS Deputy Director
• Effective management of resources

Responsibilities, Activities & Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

Business Services support
• Manage a team providing the full set of business support services to the NPS Division, which will include:
o HR
■ Absence management (contact point)
■ Vetting (SPOC)
■ Appraisal, reward and recognition (registers)
■ Gift & hospitality register
■ Training administration (registers)
■ Organisational charts (Divisional)
■ Health & Safety (Divisional)
o ICT
■ Change requests
■ Information management (Divisional) using established probation systems
■ Quantum point of contact
o Procurement
■ I-Proc (requests/approvals)
o Other
■ Meeting administration (Divisional)
■ Event administration (Divisional)
■ Public enquiry line
■ Functional mailbox management (Divisional)
■ Hire Car Booking
■ General Office Administration
■ Alert office notifications
■ Divisional Complaints register

Management Support
• Leadership, line management and development of a team of administrative staff with responsibility for long term objectives and service quality which will support operational delivery
• Liaising with Divisional colleagues to understand service requirements and anticipate future demands, taking the necessary steps to develop innovative solutions
• Oversee workflow, allocating tasks and ensuring performance to the required standards
• Implementation of administrative systems and procedural changes resulting from new and revised probation policies and procedures
• Provide interface with Shared Service Centre and ensure administrative hand-offs and touch points are effectively managed and carried out
• Participate in the recruitment, selection and induction of new hub staff
• Acting as the local information manager for the directorate, ensuring compliance with protocol and procedures
• Ensuring management information is produced in a timely and accurate manner
• Undertaking ad hoc project work on behalf of the Deputy Director
• To manage office facilities, overseeing maintenance of the building and its contents, updating office inventory and organising repair work
• Undertaking responsibility for health and safety compliance. E.g.: completion and review of COSHH and risk assessments, display screen equipment reviews etc
• Responsible for ensuring appropriate adjustments are made to comply with E&D and H&S policy.

Determine the effective use of resources
• Agree budgets and unit costs for programmes of work
• Make proposals for expenditure on programmes of work
• Manage budgets and provide unit costings for activities
• Advise on financial and resourcing issues to inform objectives and forward planning

Effectively Manage and Develop staff
• Manage and develop staff
• Demonstrate leadership skills in dealing with staff
• Address poor performance
• Provide effective supervision/coaching/appraisal
• Ensure sickness absence initiatives are applied to achieve performance objectives and enhance productivity
• Resolve capability/grievance/harassment/complaints in accordance with organisational policies
• Address conduct issues and resolve conflict
• Implement human resource policies

Use communication effectively
• Providing information, feedback and advice
• Influencing and persuading
• Chair and participate in meeting using appropriate skills, styles and approaches

Enhance your own performance
• Manage own resources and professional development

Use information to take critical decisions
• Liaise with staff to receive, collate and analyse information, developing systems and compiling reports as necessary
• Develop and utilise data to identify trends and take appropriate action to maintain and enhance performance
• Plan, implement and manage systems for the exchange of sensitive information, data and intelligence

Manage Diversity and Quality
• Develop a culture and systems that promote equality and value diversity
• Implement the diversity policies of the service and collaborate effectively with the Equalities and Diversity Unit

The duties/responsibilities listed above describe the post as it is at present and is 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.

Person specification

Please refer to Job Description

Benefits

Alongside your salary of £31,582, HM Prison & Probation Service contributes £8,369 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.