Administrative Officer

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

Job summary

A government department in the UK is seeking a Senior Administrative Coordinator to oversee a team and ensure effective operational support. The successful candidate will manage compliance with health and safety regulations, assist in administrative tasks, and play a crucial role in supporting various initiatives within the division. Ideal candidates will have a strong background in administration, management support experience, and relevant qualifications. This position offers hybrid working arrangements and a comprehensive benefits package.

Benefits

Annual Leave – 25 days, increasing to 30 after five years

Pension – Local Government Pension Scheme

Extensive training and development opportunities

Flexible working options

Free annual sight tests

Qualifications

• Demonstrated administration experience providing management support.
• Experience assisting colleagues in delivering quality service.
• Commitment to equality and understanding of data protection.

Responsibilities

• Manage and develop a team of administrative staff.
• Prepare documentation to support business activities.
• Conduct health and safety risk assessments.
• Ensure compliance with Health, Safety and Fire Regulations.

Skills

Administration

Management support

Communication

Health and Safety compliance

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

Overview

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, 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

• 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

• 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 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.
• Undertake (or support locally if the role is held divisionally) the Knowledge and Information Liaison Officer role offering advice and guidance to OMs in completing such requests and work with Data Access Compliance Unit to complete responses.
• Act as Record Retrieval Requestor in line with divisional, function or cluster arrangements.
• Demonstrate pro-social modelling skills by consistently reinforcing pro-social behaviour and attitudes and challenging anti-social behaviour and attitudes.
• To work within the aims and values of NPS and HMPPS.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alternations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder.

Hybrid Working Arrangements

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone's circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review. For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks. Some of MoJ's terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made. Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS' Flexible Working policy.

Assessment & Selection

A sift based on the lead behaviour, Communicating and Influencing, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered. Behaviours Application Form Question Word Limit 250 Communicating and Influencing Working Together Managing a Quality Service Changing and Improving Leadership Delivering at Pace Experience We will assess your experience for this role via the following methods Statement of Suitability Statement of Suitability Guidance for the Statement of Suitability Please provide a statement of suitability demonstrating your previous admin experience and experience of providing a wide range of management support activities. Evidence of Experience Statement of SuitabilityInterview stage assessments Interview Dates Expected 2nd March - all day Behaviours Communicating and Influencing Working Together Changing and Improving Delivering at Pace Strengths Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here. Level of security checks required DBS Standard

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, and PowerPoint (or equivalent i.e. Lotus Notes).

Benefits

• Annual Leave – 25 days on appointment, increasing to 30 days after five years’ service, plus public holidays. Leave for part-time and job share posts will be calculated on a pro‑rata basis.
• Pension – Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF).
• Training – extensive range of training and development opportunities.
• Networks – opportunities to join employee‑run networks for minority ethnic origin, disabilities, caring responsibilities, women, and LGBTQ+ employees directly to senior management.
• Family Friendly policies – reduced hours or job share options.
• Flexible benefits – voluntary benefits, retail vouchers and discounts on a range of goods and services.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order:

• To Transformative Business Services (0345 241 5358) or via email [e-mail];
• To Ministry of Justice Resourcing team ([e-mail]);
• To the Civil Service Commission (details available here).

Disability & Diversity

As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos.

Veterans

The “Making the Civil Service a Great Place to work for veterans” initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs.

Redeployment

Departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.