Overview of the job
This is an administrative managerial job within an establishment.
Summary
The job holder will be responsible for managing the administrative processes within the Offender Management Hub including court procedures, ensuring that prisoners received into custody are managed through their sentence and released from custody correctly in line with the National Reducing Reoffending Strategy.
This is a non-operational job with line management responsibilities.
Responsibilities, Activities and Duties
The job holder will be required to carry out the following responsibilities, activities and duties:
1. Manage the transactional activity associated with the Offender Management function and the administrative staff within this area. This includes ensuring the following paperwork is complete, checked and ready for onward transmission:
2. Undertake other administrative management tasks including:
1. Contribute toward the development of local policy, procedures and practice and ensure consistency of application
2. Manage devolved budgets in accordance with the financial procedures outlined in the budget delegation
3. Manage the achievement of Service Delivery Indicators (SDIs) and standards within the work area, verifying and signing off documentation as appropriate
4. Attend relevant unit meetings as required to provide feedback on good practice examples, to promote awareness for better and more efficient ways of working
5. Analyse and act on data collected by the Hub and produce any relevant reports to show findings
6. Ensure that data entered into local and national systems is accurate and in accordance with agreed timescales
7. Monitor performance of the Hub
8. Draft all external and internal communications on behalf of the Hub
9. Provide Head of Function with management information relating to the relevant area
10. Be responsible for the management of all staff within their area, including staff performance, development and annual appraisal through to sickness absence management
11. Act as first point of contact for relevant external stakeholders
12. Act as requisitioner or approver dependant on local policy
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.
Behaviours
* Changing and Improving
* Communicating and Influencing
* Working Together
* Managing a Quality Service
* Making Effective Decisions
* Leadership
Able user of MS Word and MS Excel
Information collation and analysis
Technical Requirements
Internal applicants
Newly promoted staff to the following Band 5 first line manager roles (Hub Managers, Custodial Managers and Facilities & Services Managers) in Establishments are required to complete a qualification as part of their work objectives where these training packages are available. Staff that have mapped or re‐graded to Band 5 who have previously worked at an equivalent level will not be required to undertake the qualification.
External applicants
All external staff joining as a Band 5 Hub Manager or Facilities and Services Manager in an Establishment are required to complete the qualification where available.
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.
If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitably qualified staff.
The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment.
Benefits
Annual Leave
-The holiday year runs from 1 March. If you work a non-standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.
Bank, Public and Privilege Holidays
-You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment.
Pension
-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.
Work Life Balance
HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work-life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ.
Training
HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti-Bullying Programmes. There are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts. All staff receive security and diversity training and an individual induction programme into their new roles.
Eligibility
-All candidates are subject to security and identity checks prior to taking up post.
-All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS.
-All staff are required to declare whether they are a member of a group or organisation which the HMPPS considers to be racist.
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.
As a Disability Confident employer, MoJ is 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 is 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.
This job is broadly open to the following groups:
* 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
* Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
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