Administration Officer

Ministry of Justice; Hereford; Hybrid; GBP 25,000 - 35,000; Full time

Job summary

A government agency is seeking a Senior Administrative Coordinator to provide business support and lead administrative staff. Responsibilities include managing systems, supporting health and safety compliance, and developing staff. Candidates should have prior administration experience and relevant qualifications in English and Maths. This position offers hybrid working arrangements and is based in Hereford.

Benefits

Annual leave of 25 days, increasing to 30 after five years

Local Government Pension Scheme

Extensive training and development opportunities

Family-friendly policies and voluntary benefits

Qualifications

• Previous administration experience in a management support role is essential.
• Ability to provide quality service support to colleagues.
• Proficient in Microsoft Office applications.

Responsibilities

• Manage administrative systems and support operational delivery.
• Conduct health and safety assessments and maintain compliance.
• Provide leadership and support staff development.

Skills

Administration experience

IT Skills

Management support

Education

NVQ Level 2 or equivalent

GCSE Grade A-C in English and Maths

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

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 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. 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 delivery.
• Preparation and collation of documentation for a variety of purposes to support effective business activity.
• Maintenance of divisional registers such as Serious Further Offences, Freedom of Information, Accidents, and Complaints.
• 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 the agreed procurement arrangements.
• Attend meetings and events to represent the relevant Business Manager as agreed from time to time.

Health, Safety & Fire

• Ensure timely reporting of problems, including repairs, defects and security issues with the building(s) to facilities contractors and maintain progress to satisfactory conclusions.
• Undertake and co‑ordinate health and safety risk assessments, fire drills and ergonomic assessments at the relevant sites.
• Act as Cardinus Assessor, First Aider and Fire Warden and take forward actions to deal with local incidents and DSE Assessments.

Effectively Manage and Develop Staff

• Provide effective management and leadership to the team.
• Proactively manage staff development, issues of underperformance, attendance, health and safety, employee relations and diversity matters.
• 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.
• Ensure that all reasonable precautions are taken towards the maintenance, security and confidentiality of written/ electronically stored material.
• Ensure that all team resources are deployed cost‑effectively and provide best value.
• Undertake the Knowledge and Information Liaison Officer role at the relevant sites.
• Demonstrate pro‑social modelling skills by consistently reinforcing pro‑social behaviour and attitudes.
• Work within the aims and values of NPS and HMPPS.

Essential Experience

• Demonstrate previous administration experience and experience of providing a wide range of management support activities.
• Evidence of providing support and assistance to colleagues in delivering a quality service.

Technical Requirements

• NVQ Level 2 or equivalent.
• GCSE Grade A‑C in English and Maths (or equivalent).
• IT Skills: Microsoft Word, Excel, Outlook, PowerPoint (or equivalent such as Lotus Notes).

Behaviours

• Changing and Improving.
• Making Effective Decisions.
• Delivering at Pace.
• Managing a Quality Service.
• Developing Self and Others.

Hybrid Working

Hybrid Working arrangements allow working from your base location, MoJ sites or home. This role can only be worked in the UK. Arrangements will be discussed and agreed with the successful candidate and subject to regular review.

Benefits

• Annual Leave: 25 days on appointment, increased to 30 days after five years, plus public holidays. Leave for part‑time and job‑share posts calculated pro‑rata.
• Pension: Local Government Pension Scheme (LGPS) through the Greater Manchester Pension Fund (GMPF).
• Training: Extensive staff development and training opportunities provided by the Ministry of Justice.
• Networks: Employee‑run networks for minority ethnic origin, disabilities, caring responsibilities, women, LGBTQ+.
• Support: Family‑friendly policies, voluntary benefits, retail vouchers, childcare vouchers, tax‑free childcare, paid maternity/paternity/adoption leave, free annual sight tests.
• Working for the Civil Service: Code of conduct, recruitment principles, EEO statements, disability adjustments, veteran opportunities, redeployment policy.