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Ministry of Justice; St Albans; On-site; GBP 33,000 - 36,000; Full time

Job summary

Ministry of Justice in Hertfordshire is seeking a Performance Senior Administrative Officer for Sentence Management. The role provides senior admin and coordination to support Divisional and cluster operations, acting as interface between Hub Manager, Business Manager and colleagues.

You will lead on developing admin systems, ensure health and safety compliance, and manage staff development; the post holder will adhere to policies around confidential information and equality.

Qualifications

• Demonstrates previous administration experience.
• Experience providing management support activities.
• Commitment to equality and inclusion in line with policy.
• Awareness of Health, Safety and Fire Regulations.
• Ability to act as liaison with stakeholders.

Responsibilities

• Develop and implement business administration systems and databases.
• Prepare and collate documentation for divisional, functional or cluster activity.
• Maintain registers and input data for probation processes.
• Monitor procurement and travel-related tasks; process purchases and imprest.
• Represent the Business Manager at meetings as required.
• Support line management and staff development.

Job description

21788 - Performance Senior Administrative Officer - Sentence Management - Hertfordshire

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
• Write reports to support the effective operation 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.

Behaviours

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

£33,262 - £36,027 Per Annum Inclusive of HCAS