Senior Administrative Officer

Ministry of Justice; Tees Valley; Hybrid; GBP 26,000 - 38,000; Full time

Benefits offered by this job

Hybrid working

Job summary

The Ministry of Justice is seeking a senior administrative coordinator to provide corporate support to Divisional and operating teams. The role acts as an interface between the Hub Manager, Business Manager and colleagues and partners, with line management responsibilities for admin staff.

Based in the NE region with hybrid working arrangements, the post requires strong administration, data handling and leadership to ensure compliant, efficient business support across divisions.

Qualifications

• Experience in coordinating administrative functions.
• Experience providing management support to a division.
• Ability to liaise with Hub Manager, Business Manager and partners.
• Understanding of data protection and confidential information handling.

Responsibilities

• Develop and implement admin systems, databases and records.
• Prepare documentation to support divisional activity and probation delivery.
• Maintain registers and undertake procurement tasks within policy.
• Attend meetings and represent the Business Manager when required.

Skills

Administration experience

Management support

Line management experience

Education

NVQ Level 2 or equivalent

GCSE English and Maths

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

There is an expectation to occasionally work from other office locations within the NE Region.

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

The job holder will be required to carry out the following responsibilities, activities and 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, functionalor clusterbusiness activity andoperational 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
• 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.Acting 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

Behaviours

• Changing and Improving
• 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.

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

Hours of Work (Unsocial Hours) Allowances

37

Additional Information

New entrants to the Civil Service will be expected to join at the entry point salary for the advertised band

Existing Civil Servants will have their salary calculated in accordance with the Department’s pay on transfer / pay on promotion rules.

This post is currently advertised without VISOR Vetting to enable appointment to take place as soon as possible, however, VISOR vetting will be required to be completed in due course.

Working Arrangements & Further Information

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 aMoJoffice 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.