Job Description

This is an amazing opportunity to join the National Probation Service (NPS) as a Senior Office Administrator on a temporary basis.

This opportunity is with the National Probation Service based in Bournemouth, part of the National Offender Management Service.

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.

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 and 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

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 prosocial behaviour and attitudes and challenging anti-social behaviour and attitudes
• To work within the aims and values of NPS and NOMS

Competencies

The following competencies from the Civil Service Competency Framework will be used for selection purposes:

• Changing and improving
• Making effective decisions
• Delivering at pace
• Managing a quality service
• Building Capability for all

Essential Skills/ Qualifications/ Accreditation/ Registration

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

Qualifications

Essential

• NVQ Level 2 or equivalent,
• GCSE Grade A-C in English and Maths (or equivalent)

Desirable

• RSA III (gained or working towards) or equivalent qualification such as CLAIT

Skills

Essential

• Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e. Lotus Notes)

Experience

Essential

• 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.

Desirable

• Demonstrate experience of effective communications,
• Demonstrate experience of making successful critical decisions
• Operational experience of working in a Probation setting
• Evidence of having provided coaching or mentoring to others