Administration Officer

Ministry of Justice; Chesterfield; On-site; GBP 28,000 - 34,000; Full time

Job summary

Ministry of Justice in Chesterfield is seeking a co-ordination and senior administrative professional to support the Divisional office and operational teams. The role interfaces with the Hub Manager, Business Manager and partners to ensure smooth business operations and compliance.

The post holder will manage administrative staff, develop processes and contribute to the efficient delivery of probation-related activities across the division.

Responsibilities

• Development and implementation of business administration systems and databases.
• Prepare and collate documentation to support divisional activities.
• Maintain divisional registers and input data for probation processes.
• Monitor finances, imprest and related records.
• Act as Vetting Contact Point for the division.
• Attend meetings representing the Business Manager.
• Provide effective management and leadership to the team.
• Lead staff development and recruitment activities.

Job description

Job Details

Salary : £28,064 - £33,549
Working Pattern : Full Time
Vacancy Approach : External
Location : Chesterfield
Region : East Midlands
Closing Date : 27-Nov-2026

Business Unit

PDU Derbyshire (2021)

Post Type

Permanent

Civil Service Grade

Other

Number of jobs available

1

Reserve List

12 Months

Descriptions & requirements

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 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

• 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