Administrative Officer

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

Job summary

A government department in the UK is seeking a Senior Administrator to provide corporate support for operational teams. This role involves overseeing administrative systems, managing staff, and ensuring compliance with health and safety requirements. The ideal candidate will have experience in team leadership, strong communication skills, and the ability to manage sensitive information. This position offers opportunities for professional development and plays a vital role in supporting probation delivery.

Qualifications

• Experience in managing administrative teams.
• Ability to develop and implement effective administrative systems.
• Strong verbal and written communication skills.

Responsibilities

• Oversee implementation of business administration systems.
• Prepare documentation for operational probation.
• Supervise administrative staff.

Skills

Staff management

Communication skills

Data analysis

Leadership

Health and safety awareness

Job description

Overview

This is a senior administrative role in the Divisional office, providing corporate support for the Divisional and operational teams. The holder acts as an interface between the Hub Manager, Business Manager and other partners, and reports to the Hub Manager in Divisional offices. Line management responsibilities include supervising Administrative Assistants, Case Administrators and other administrative staff.

Responsibilities

• Develop and implement business administration systems, databases and recording systems to support operational probation delivery.
• Prepare and collate a range of documentation for divisional, functional or cluster business activity and operational probation delivery.
• Maintain relevant Registers such as Serious Further Offences, Freedom of Information, Accidents, Complaints, inputting data, monitoring agreed probation processes and ensuring completion in specified timescales.
• Collect and distribute monies to/from Imprest, and maintain 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.
• Attend meetings and events to represent the relevant Business Manager as agreed from time to time.

Health, Safety & Fire

• Ensure timely reporting of problems, repairs, defects and security issues with the building(s) to facilities contractors and maintain progress to satisfactory conclusions.
• Undertake and coordinate health and safety risk assessments, fire drills and ergonomic assessments; report issues locally and to the Divisional HS&F Manager; maintain registers and coordinate training.
• Act as Cardinus Assessor, First Aider and Fire Warden; take forward actions to deal with local issues arising from incidents and DSE Assessments.

Team Management

• Provide effective management and leadership to the team.
• Proactively manage staff development, issues of underperformance, attendance, health and safety, employee relations and diversity matters; adopt a consistent, fair and objective stance when making decisions.
• Contribute to relevant training and development events as a trainer.
• Support recruitment activity for relevant posts within the cluster/division.

Communication & Decision Making

• Write reports to support the effective operation of the Division/Cluster/Function.
• Participate in meetings where appropriate; use appropriate skills, styles and approaches.
• Contribute to the management of the Division/Cluster/Function.
• Manage own resources and take responsibility for own professional development.

Information & Data

<>Liaise with staff to receive, collate and analyse information, developing systems and compiling reports as necessary; use data to identify trends and take 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 Data Protection Act and Information Security Policies and Procedures.
• Ensure that all team resources are deployed cost‑effectively and provide best value.

Policies & EEO

• The post holder must adhere to all policies in respect of the sensitive/confidential nature of the information handled whilst working in this position.
• Commitment to equality and inclusion is required at all times, in line with NPS policies and procedures.