Senior Administrative Officer

Ministry of Justice; England; On-site; GBP 30,000 - 40,000; Full time

Job summary

A government agency in the United Kingdom is seeking a Senior Administrative Role to provide corporate support in the divisional office. The jobholder will ensure effective business operations, compliance with health and safety regulations, and manage a team of administrative staff. Candidates should have experience in management support, communication skills, and knowledge of legal compliance. This role offers a unique opportunity to work in a vital governmental function.

Qualifications

• Experience in management support and administrative roles.
• Knowledge of health, safety, and fire regulations.
• Strong communication skills and ability to manage teams.

Responsibilities

• Provide corporate support for office-based activities.
• Ensure timely reporting of health and safety issues.
• Manage staff development and recruitment.

Job description

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 REGULATION, 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 EQUITY 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 WHILE WORKING IN THIS POSITION.

Responsibilities, Activities & 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.