About the job

Job summary

This position is based at Barnsley County, S70 2EW, Barnsley Magistrates, S70 2DW, BEVERLEY MAGISTRATES BEVERLEY, HU17 9EJ, BRADFORD COMBINED BRADFORD, BD1 1JA, Doncaster Magistrates, DN1 3HT, Grimsby Magistrates, DN31 1PE, HARROGATE MAGISTRATES HARROGATE, HG1 1LS, HUDDERSFIELD MAGISTRATES HUDDERSFIELD, HD1 2NH, HULL & HOLDNESS MAGISTRATES HULL, HU1 1RD, KINGSTON-UPON-HULL COMBINED KINGSTON UPON HULL, HU1 2EZ, NPS 1 AIRMYN ROAD GOOLE, DN14 6XA, NPS 108 LOWTHER STREET YORK, YO31 7WD, 1 Burgage Square, Merchant Gate, Wakefield WF1 2TS, NPS 30 ALBION STREET DEWSBURY, WF13 2AJ, NPS 34 BENNETTHORPE DONCASTER, DN2 6AD, NPS 379 YORK ROAD LEEDS, LS9 6TA, NPS Northways Scarborough, YO11 1JS, NPS 45 DIVISION STREET SHEFFIELD, S1 4GE, NPS 4A ST JOHNS AVENUE BRIDLINGTON, YO16 4NG, NPS 5/7 HAYWRA CRESENT HARROGATE, HG1 5BG, NPS ACORN HOUSE BARNSLEY, S71 1HH, NPS ASHLEY BUSINESS COURT ROTHERHAM, S60 1RU, NPS BARCLAYS HOUSE HULL, HU1 1RN, NPS CITY COURTS BRADFORD, BD1 1LA, NPS ESSEX LODGE NORTHALLERTON, DL7 8SG, NPS FRATERNAL HOUSE BRADFORD, BD1 4HP, NPS Leeds Crown Court, LS1 3BE, NPS Leeds Magistrates Court, LS1 3AP, NPS THE COURT HOUSE SKIPTON, BD23 1HU, NPS UNIT 1 SCUNTHORPE, DN15 6JH, NPS WATERLOO HOUSE LEEDS, LS1 2EE, Scarborough County, YO11 2JS, SHEFFIELD COMBINED SHEFFIELD, S3 8PH, Sheffield Magistrates, S3 8LU, YORK CROWN YORK, YO1 9WZ, YORK MAGISTRATES YORK, YO1 9RE, NMS New Chase Court, DN31 1XD, NMS Church House, HD1 1SG, NMS Norwich House, HU1 3ES, NMS Westgate House, HX1 1PD, NMS Suite 1, Grd Fl, Unit 2 Hawke Street Business Park, S9 2SU, NMS West Offices, YO1 6HT, REED HOUSE(GROUND FLOOR) BEVERLEY, HU17 0LF, Portland House, Moorfields, Shalesmoor, Sheffield, S3 8UG

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.

Senior Administrative Officers play a significant role, as they act as an interface between Business Managers, colleagues, and other partners on a wide range of issues. They will have line management responsibilities for Receptionist, Case Administrators, and other administrative staff. It’s a challenging and rewarding role, with great training, support, and opportunities to progress.  If you are successful in the recruitment process and join the Probation Service, your starting salary will be £23,637. The Probation Service Officer the opportunity for annual pay progression. The table below shows the pay increases a Senior Administrative Officer could receive: Present Day   1 Oct 23      1 Apr 24      1 Oct 24 £23,637    £24,228       £25,310       £26,475 To be successful in this role: ·       You’ll love learning new things and can adapt to meet the needs of our organisation. ·       You’ll be prepared to use your own initiative and enjoy working as part of a team. ·       Multitasking will be second nature, ensuring tight deadlines are met. ·       You’ll use Agile methodologies and promote a culture of continuous improvement. ·       You will be at ease working closely with other teams collaborating across diverse business areas with a range of people.  Some roles in probation require employees to have access to additional intelligence systems that require a higher level of vetting.  An example of this, is the multi-agency ‘Visor’ system. If you are applying for a role that requires you to access systems such as Visor, you will be expected to undertake additional vetting for this once you commence in post, in addition to the pre-employment checks. This position is for a Senior Administrative Officer, working as part of the Yorkshire and the Humber Homelessness Prevention Team. This role is regional and the successful candidate can work at one of our offices or from their home if preferred (homeworking equipment can be supplied though please note that this does NOT include any internet provision). There is an expectation that a small amount of travel will be required for occasional face to face team meetings. Ideally the candidate would be willing to work at least 27 hours a week

Overview of the job    

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

Summary    

The purpose of the role is to ensure efficient and effective business support and operational administrative services are provided to the Division, Function or Cluster.

The jobholder will support the Business Manager to ensure effective compliance with Health, Safety and Fire Regulations, acting as Single Point of Contact / Estates Liaison Officer for the buildings from which they operate.

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 post holder must adhere to all policies in respect of the sensitive/confidential nature of the information handled whilst working in this position

Responsibilities, Activities & Duties    

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

Management Support
•    Development and implementation of business administration systems, databases and recording systems to support operational probation delivery.
•    Preparation and collation of a range of documentation for a variety of purposes to support effective divisional, functional or cluster business activity and  operational probation delivery
•    Maintenance of ( or supporting the relevant Business Manager to maintain) Divisional, functional or cluster Registers such as Serious Further Offences, Freedom of Information, Accidents, 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, and 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 the timely reporting of problems, including repairs, defects and security issues with the building(s) 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 the 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.

Effectively Manage and Develop staff
•    To provide effective management and leadership to the team
•    To proactively manage staff development, issues of underperformance, attendance, health and safety, employee relations and diversity matters. Adopt a consistent, fair and objective standpoint 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

Use communication effectively
•    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

Enhance your own performance
•    Manage own resources and take responsibility for own professional development

Use information to take critical decisions
•    Liaise with staff to receive, collate and analyse information, developing systems and compiling reports as necessary . Using data to identify trends and taking 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 the requirements of the Data Protection Act and Information Security Policies and Procedures.
•    To ensure that all team resources, , are deployed cost effectively and provide best value
•    Undertake (or support locally if the role is held divisionally) the Knowledge and Information Liaison Officer role offering advice and guidance to OMs in completing such requests and work with Data Access Compliance Unit to complete responses. Acting as Record Retrieval Requestor in line with divisional, function or cluster arrangements.
•    Demonstrate pro-social modelling skills by consistently reinforcing pro-social behaviour and attitudes and challenging anti-social behaviour and attitudes
•    To work within the aims and values of NPS and HMPPS

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.

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh

Person specification

Please refer to Job Description

Benefits

Alongside your salary of £24,228, HM Prison & Probation Service contributes £6,420 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.