This position is based at FOREST HOUSE DURHAM, DH1 5TS Job Summary Please refer to Job Description Job Description Overview of the job The post holder will manage the administrative processes within the Hub, overseeing the management of business processes ensuring data integrity, adhering to financial principles, policy and procedures. They will provide accurate and reliable business management information to support performance measures within the Directorate. Summary The purpose of this role is to lead and manage the Hub service provision to the Directorate in order to support them and their staff to deliver an efficient and effective service. In addition to providing generalist support to the Directorate, the post holder is responsible for managing the provision of specific administration hub services, ensuring allocation of work appropriately and taking into consideration current workload, skills and knowledge of individual team members. The post holder also undertakes a variety of specific activities and duties, for which they are held personally accountable, commensurate with their grade. Responsibilities, Activities & Duties The job holder will be required to carry out the following responsibilities, activities and duties: Manage the activity associated with the Directorate Admin Hub and the administrative staff within this area. Ensure the hub meets its requirements to provide a fully centralised administrative service to all of the groups within the Directorate. Manage the day to day activity and responsibilities of the Hub, ensuring that deadlines are met and work is completed accurately and assigned fairly, to include the management of the Directorate’s functional mailbox. The role includes ensuring that paperwork is complete, checked and ready for dissemination. Leadership, line management and development of team of staff and ensure all performance, sickness, training and other duties are transacted accordingly. Act as main contact point for all communications to the team. Prioritise and distribute communications to the appropriate person or relevant department. Oversee the receipting and logging of requests for Ministerial Briefings, responses to Parliamentary Questions (PQs) and Freedom of Information (FOI) Act requests, Treat Officials and Health Ombudsman cases, ensuring they have been returned on time. Complete monitoring returns for area of work. Prepare paperwork for checking by manager, conducting initial checks as required. Assist and develop local policy, procedures and practice and ensure appropriate consistency of application. Attend relevant meetings as and when required and provide feedback on good practice examples, to promote awareness for better and more efficient ways of working. Analyse and act on data collected by the Hub and produce any relevant reports to show findings. Ensure that data entered into local and national systems is accurate and in accordance with agreed timescales and the Data Protection Act. Manage the process for I-Procurement and CRS requisitioner. Act as main Directorate Administrator for Government Procurement Card (GPC). Monitor the Absence Contact Point reporting for the directorate and ensure procedures are adhered to and all absences are recorded accurately and in a timely manner. 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. Responsibilities, Activities & Duties The job holder will be required to carry out the following responsibilities, activities and duties: Manage the activity associated with the Directorate Admin Hub and the administrative staff within this area. Ensure the hub meets its requirements to provide a fully centralised administrative service to all of the groups within the Directorate. Manage the day to day activity and responsibilities of the Hub, ensuring that deadlines are met and work is completed accurately and assigned fairly, to include the management of the Directorate’s functional mailbox. The role includes ensuring that paperwork is complete, checked and ready for dissemination. Leadership, line management and development of team of staff and ensure all performance, sickness, training and other duties are transacted accordingly. Act as main contact point for all communications to the team. Prioritise and distribute communications to the appropriate person or relevant department. Oversee the receipting and logging of requests for Ministerial Briefings, responses to Parliamentary Questions (PQs) and Freedom of Information (FOI) Act requests, Treat Officials and Health Ombudsman cases, ensuring they have been returned on time. Complete monitoring returns for area of work. Prepare paperwork for checking by manager, conducting initial checks as required. Assist and develop local policy, procedures and practice and ensure appropriate consistency of application. Attend relevant meetings as and when required and provide feedback on good practice examples, to promote awareness for better and more efficient ways of working. Analyse and act on data collected by the Hub and produce any relevant reports to show findings. Ensure that data entered into local and national systems is accurate and in accordance with agreed timescales and the Data Protection Act. Manage the process for I-Procurement and CRS requisitioner. Act as main Directorate Administrator for Government Procurement Card (GPC). Monitor the Absence Contact Point reporting for the directorate and ensure procedures are adhered to and all absences are recorded accurately and in a timely manner. 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. Person specification Please Refer To Job Description Behaviours We'll assess you against these behaviours during the selection process: Managing a Quality Service Communicating and Influencing Working Together Leadership Changing and Improving Alongside your salary of £34,760, HM Prison & Probation Service contributes £10,069 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides. Access to learning and development 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 (opens in a new window), and will assess your Behaviours and Strengths. https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ Feedback will only be provided if you attend an interview or assessment. This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Strengths. Security Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard (opens in new window) checks. Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard (opens in new window) 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) (opens in a new window) nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for 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 Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service Further information on nationality requirements (opens in a new window) Working for the Civil Service The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria. Diversity and Inclusion The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window). This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative. Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records. Contact point for applicants Job Contact : Name : SSCL Recruitment Enquiries Team Email : moj-recruitment-vetting-enquiriesresourcing.soprasteria.co.uk Telephone : 0345 241 5358 Recruitment team Email : moj-recruitment-vetting-enquiriesresourcing.soprasteria.co.uk Further information Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. I you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL (Moj-recruitment-vetting-enquiriesgov.sscl.com) in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages: http://civilservicecommission.independent.gov.uk/civil-service-recruitment/complaints https://jobs.justice.gov.uk/careers/JobDetail/3448?entityId3448