Staff Engagement & Communications Administrator (SECA) - Senior Administration Officer (Ref: 4761)

HM Prison and Probation Service; Halfway House; On-site; GBP 25,000 - 35,000; Full time

Job description

This position is based at various locations including NMS 1 Bridewell Street, NMS Bay House, NMS Brittany House, and others.

Job Summary

Please refer to Job Description

Job Description

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 regarding 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, 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.

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. 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.

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 alterations 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.

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.

Person specification

Qualifications

Please provide evidence of meeting the 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).

Behaviours

We'll assess you against these behaviours during the selection process:

• Changing and Improving
• Delivering at Pace
• Developing Self and Others
• Making Effective Decisions

A working environment that supports a range of flexible working options to enhance your work life balance, a working culture which encourages inclusion and diversity, a Civil Service pension with an employer contribution of 28.97%, Annual Leave, Public Holidays, Season Ticket Advance.

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours, Strengths and Experience.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard checks.

Nationality requirements

This Job Is Broadly Open To The Following Groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020

Further information on nationality requirements

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. The Civil Service embraces diversity and promotes equal opportunities.

Contact point for applicants

Job Contact:

• Name: SSCL Recruitment Enquiries Team
• Email: [e-mail]
• Telephone: [phone]

Further information

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. If you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL in the first instance.