6054 - Senior Administration Officer

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

Job summary

The Ministry of Justice is seeking a senior administrative coordinator to provide corporate support in a divisional office. This role involves managing administrative staff, ensuring compliance with health and safety regulations, and supporting operational activities. The successful candidate will demonstrate strong organizational and communication skills while maintaining confidentiality and promoting equality and inclusion.

Qualifications

• Experience in managing administrative teams.
• Understanding of health and safety regulations.
• Ability to handle confidential information.

Responsibilities

• Develop and implement business administration systems.
• Coordinate health and safety risk assessments.
• Manage staff development and performance.

Skills

Management

Communication

Organizational Skills

Health and Safety Compliance

Education

Relevant Administrative Qualification

Job description

Overview of the job

This is a coordination 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, 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 demonstrate a commitment to equality and inclusion and understand their relevance to the work they do.

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

Responsibilities, Activities & Duties

The job holder will 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 documentation for various 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, FOI, Accidents, Complaints, including data input, monitoring, and timely completion.
• 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 within procurement arrangements.
• Attend meetings and events to represent the relevant Business Manager as needed.

Health, Safety & Fire

• Ensure timely reporting of building issues to facilities contractors and maintain progress.
• Coordinate health and safety risk assessments, fire drills, and ergonomic assessments, reporting issues and maintaining registers.
• Act as Cardinus Assessor, First Aider, and Fire Warden, taking action on incidents and assessments.

Manage and Develop Staff

• Provide effective management and leadership to the team.
• Manage staff development, performance issues, attendance, safety, and diversity matters objectively and fairly.
• Contribute as a trainer in relevant training and development events.
• Support recruitment activities within the division or cluster.

Effective Communication

• Write reports to support division/cluster/function operations.
• Participate in meetings using appropriate skills and approaches.
• Contribute to management discussions and decisions.

Enhance Personal Performance

• Manage personal resources and pursue professional development.

Use of Information for Decision Making

• Collate and analyze information, develop systems, and produce reports.
• Maintain confidentiality and security of information in line with policies.
• Deploy team resources cost-effectively to provide value.
• Support the Knowledge and Information Liaison Officer role and work with Data Access Compliance Unit.
• Model pro-social behavior and uphold the values of NPS and HMPPS.