Salary £26,475 - £31,650 Number of jobs available 1 Detail of reserve list 12 Months Region East of England City/Town Basildon, Bedford, Bury St Edmunds, Cambridge, Chelmsford, Colchester, Hertford, Huntingdon, Ipswich, King's Lynn, Laindon, Lambeth, Lowestoft, Luton, Northampton, Norwich, Peterborough, Southend-on-Sea, Stevenage, Watford, Wellingborough Building/Site CAMBRIDGE CROWN CAMBRIDGE, CB1 1BT, JCC 11-13 Peninsular House Ipswich, IP4 1AQ, NMS Clemitson House, LU1 2RP, NMS MID ESSEX Gemini Centre, CM2 0YN, NMS Portal House, CO2 7BA, NMS Sceptre House (First Fl), LU1 3AJ, NORTHAMPTON COMBINED NORTHAMPTON, NN1 3HQ, NPS 20 OXFORD STREET WELLINGBOROUGH, NN8 4HY, NPS 203 WHAPLOAD ROAD LOWESTOFT, NR32 1UL, NPS 27 WARKWORTH STREET CAMBRIDGE, CB1 1EG, NPS 43-47 BRIDGE STREET NORTHAMPTON, NN1 1NS, NPS ARGYLE HOUSE STEVENAGE, SG1 2AD, NPS BASILDON CROWN COURT, SS14 2EW, NPS CARRAWAY HOUSE BASILDON, SS15 6PH, NPS CENTENARY HOUSE NORWICH, NR3 1RT, NPS Chelmsford Magistrates Court, CM1 1NT, NPS DETTINGEN WAY BURY ST EDMUNDS, IP33 3TU, NPS GODWIN HOUSE HUNTINGDON, PE29 3BD, NPS MID HERTS CENTRE ST ALBANS, AL1 3XH, NPS MITRE HOUSE LONDON, SE1 1JD, NPS PETERBOROUGH MAGISTRATES COURT PETERBOROUGH, PE1 1ED, NPS PROBATION OFFICE KINGS LYNN, PE30 1HP, NPS SOUTH WEST HERTS CENTRE WATFORD WATFORD, WD18 0BN Grade Other Organisation Grade for HMPPS NPS Pay Band 3 National Post Type Permanent Working Pattern Full Time, Part Time, Part Time/Job Share, Flexible Working, Other Role Type Administration / Corporate Support Will the successful applicant have line manager responsibilities? Yes 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 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, 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 alternations 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 Behaviours Changing and Improving Making Effective Decisions Delivering at Pace Managing a Quality Service Developing Self and Others Essential Experience 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 equivalent i.e. Lotus Notes) Hours of Work (Unsocial Hours) Allowances 37 Additional Information 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 a MoJ office 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. Details will be available if an offer is made. Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS’ Flexible Working policy. Benefits The MoJ offers a range of benefits: Annual Leave Annual leave is 25 days on appointment and will increase to 30 days after five years’ service, plus public holidays. Leave for part-time and job share posts will be calculated on a pro-rata basis Pension The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF). Please visit www.gmpf.org.uk for further information. Please note: Any current Civil Servant who is a member of the PCSPS, by accepting an offer of employment to the National Probation Services will be opted out of the PCSPS and auto enrolled into the Local Government Pension Scheme. Training The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities. Networks The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender. Eligibility All candidates are subject to security and identity checks prior to taking up post Support A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share. Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services. For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/. Paid paternity, adoption and maternity leave. Free annual sight tests for employees who use computer screens. 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, as outlined in the Civil Service Commission's recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiriesgov.sscl.com); To Ministry of Justice Resourcing team (resourcing-management-officejustice.gov.uk); To the Civil Service Commission (details available here) As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns. You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team. For more information on applying for a role as a candidate with a disability or long-term condition, please see our Disability Confident Scheme Frequently Asked Questions webpage. Diversity & 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 and the Civil Service Diversity and Inclusion Strategy. Interview dates Interviews to take place face to face at: Centenary House, 19 Palace Street, Norwich, Norfolk, NR3 1RT Application sifting is scheduled to take place on week commencing: 29/11/2024. Interviews are taking place face-to-face, and will be conducted week commencing: 13/12/2024. A minimum of 5 full working days’ notice will be provided for interviews. We endeavour to stick to these dates, but these are subject to change around the business needs. Closing Date: 29/11/2024, 23:55 hours. Contact information If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiriesgov.sscl.com. Please quote the job reference - 92273 Please contact Jade.Hodgejustice.gov.uk and Sarah.foulgerjustice.gov.uk for any information regarding the role. Success Profiles Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance. if you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL (Moj-recruitment-vetting-enquiriesgov.sscl.com) in the first instance We have provided detail of the assessment stages and areas being assessed to help you prepare for completing your application form, and to advise of what will be assessed following this, if you successfully pass the application stage. Application form stage assessments Behaviours Delivering at Pace - 250 word limit Developing Self and Others - 250 word limit Experience Statement of Suitability - 250 word limit Technical Skills IT Skills; Microsoft: Word, Excel, Outlook, and PowerPoint - 250 word limit GCSE Grade A-C in English and Maths (or equivalent) and NVQ Level 2 or equivalent - 250 word limit Use of Artificial Intelligence (AI) You must ensure that any evidence submitted as part of your application, including your CV, statement of suitability and behaviour examples, are truthful and factually accurate. Please note that plagiarism can include presenting the ideas and experiences of others, or generated by artificial intelligence, as your own. Interview stage assessments There is 1 interview stage for this vacancy. Behaviours Developing Self and Others Managing a Quality Service Making Effective Decisions Strengths may also be assessed at interview but these are not shared in advance. A Great Place to Work for Veterans The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces. For further details about the initiative and eligibility requirements visit : https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans Redeployment Interview Scheme Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'. MoJ are able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidate's will not be eligible for the Redeployment Interview Scheme if they are applying on promotion. 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) https://www.gov.uk/settled-status-eu-citizens-families 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) https://www.gov.uk/government/publications/nationality-rules