This position can be based at various locations including NMS 1 Bridewell Street, NMS Bay House, NMS Brittany House, and others listed below:
* NMS 1 Bridewell Street, BS1 2AA
* NMS Bay House, TQ2 7TD
* NMS Brittany House, EX4 4EP
* NMS CEEDS, Ujima House, BS2 8QU
* NMS Deane House, TA1 1HE
* NMS Little Keep Gate, DT1 1AH
* NMS Lytton Place, PL25 4PE
* NMS NPS Westwey House Entrance B, DT4 8TG
* NORTH SOMERSET PROBATION OFFICE WORLE, BS22 7BB
* NPS 150 VICTORIA ROAD SWINDON, SN1 3UZ
* NPS 3 KINGS AVENUE ST AUSTELL, PL25 4TT
* NPS 3-5 BARNFIELD ROAD EXETER, EX1 1RD
* NPS 34 MARSHFIELD ROAD CHIPPENHAM, SN15 1JT
* NPS 63 COMMERCIAL ROAD POOLE, BH14 0JB
* NPS 7 MADEIRA ROAD BOURNEMOUTH, BH1 1QL
* NPS BRISTOL MAGISTRATES COURT BRISTOL, BS1 3NU
* NPS COUNTY OFFICES CHELTENHAM, GL50 3EW
* NPS ENDSLEIGH HOUSE CAMBORNE, TR14 8DN
* NPS KINGSLEY HOUSE BARNSTAPLE, EX31 1DR
* NPS RIVERSIDE HOUSE BRIDGWATER, TA6 3HW
* NPS ST KATHERINES HOUSE DEVON, PL1 2TS
* NPS THE BOULTER CENTRE SALISBURY, SP1 3SL
* NPS THE OLD CONVENT BATH, BA2 4JE
* NPS TREMORVAH WOOD TRURO, TR1 1HZ
* NPS TWYVER HOUSE GLOUCESTER, GL1 1DR
* NPS YEOVIL COUNTY COURT YEOVIL, BA20 2QD
Job Summary
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.
Overview of the job
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:
* 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.
* 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.
* 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.
* Write reports to support the effective operation of the Division/Cluster/Function.
* Participate in meetings where appropriate, using appropriate skills, styles and approaches.
* Manage own resources and take responsibility for own professional development.
* 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 are 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
* 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:
* Delivering at Pace
* Making Effective Decisions
* Developing Self and Others
* Managing a Quality Service
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.
Contact point for applicants
Job Contact :
* Name : SSCL Recruitment Enquiries Team
* Email : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk
* Telephone : 0345 241 5358
Further information on nationality requirements and working for the Civil Service can be found on the respective links provided in the original job description.
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