Senior Administrative Officer

Role overview

This position is located at NPS 12 Southfield Road, Loughborough, LE11 2HZ. It is a senior coordination and administration role within a divisional office, or a local function/cluster office. The post holder will deliver office-based corporate support that enables divisional and operational teams to work effectively.

The role sits between the Hub Manager, Business Manager, colleagues and partner organisations, handling a broad mix of operational and administrative matters. The post holder will report to the Hub Manager in divisional offices or the Business Manager in function/cluster offices, and will also have line management responsibility for Administrative Assistants, Case Administrators and other administrative staff.

The purpose of the job is to make sure business support and operational administration are efficient, reliable and fit for purpose across the division, function or cluster.

Key duties

• Design, improve and run administrative systems, databases and record-keeping tools that support probation delivery.
• Prepare and assemble documentation for a variety of business and operational needs.
• Maintain, or support the Business Manager to maintain, divisional/function/cluster registers such as Serious Further Offences, Freedom of Information, accidents and complaints, including data entry, process monitoring and follow-up within required timescales.
• Handle the collection and distribution of funds connected to imprest arrangements and keep associated records up to date.
• Act as the vetting contact point for the relevant division, function or cluster.
• Monitor travel warrants, bus passes and cheque book requests, and assist with purchase orders where needed and in line with procurement rules.
• Represent the Business Manager at meetings and events when required.
• Support the timely reporting and resolution of building issues such as repairs, defects and security concerns, liaising with facilities contractors and tracking progress.
• Coordinate, or make sure others coordinate, health and safety risk assessments, fire drills and ergonomic assessments; report issues to local management and the divisional HS&F Manager; maintain registers and training coordination.
• Carry out, or ensure coverage for, Cardinus Assessor, First Aider and Fire Warden responsibilities, and progress local actions arising from incidents and DSE assessments.
• Provide day-to-day leadership and management to the team.
• Manage staff development, underperformance, attendance, health and safety, employee relations and diversity-related matters in a fair and objective way.
• Contribute as a trainer in relevant learning and development events.
• Support recruitment activity for posts within the cluster or division.
• Prepare reports that support effective divisional, cluster or functional operations.
• Take part in meetings using suitable communication styles and approaches.
• Contribute to the overall management of the division, cluster or function.
• Manage personal resources and own professional development.
• Collect, collate and analyse information from staff, build or improve systems, and produce reports as needed.
• Use data to spot trends and take action to sustain or improve performance.
• Take all reasonable steps to protect the security and confidentiality of paper and digital records in line with data protection and information security rules.
• Ensure team resources are used efficiently and represent value for money.
• Undertake, or support locally, the Knowledge and Information Liaison Officer function by advising operational managers on requests and working with the Data Access Compliance Unit to complete responses; act as Record Retrieval Requestor where required.
• Model pro-social behaviour, reinforce positive conduct and challenge anti-social attitudes.
• Work in line with the aims and values of NPS and HMPPS.

Working standards and notes

The role holder must show commitment to equality and inclusion and understand how these principles apply to the work. Because the post involves sensitive and confidential information, strict compliance with confidentiality requirements is essential.

The responsibilities listed are current at the time of issue and are not exhaustive. Reasonable changes and additional similar duties may be required, and significant changes may be reviewed under the Job Evaluation scheme.

The successful candidate must be able to carry out all spoken aspects of the role confidently in English, or in Welsh where specifically required in Wales.

Behaviours

• Changing and Improving
• Making Effective Decisions
• Delivering at Pace
• Managing a Quality Service
• Developing Self and Others
• Working Together
• Leadership

Experience and technical requirements

• Previous administration experience, including a broad range of management support duties.
• Evidence of supporting colleagues to deliver high-quality service.
• NVQ Level 2 or equivalent.
• GCSE grade A-C in English and Maths, or equivalent.
• Competence with Microsoft Word, Excel, Outlook and PowerPoint, or equivalent systems such as Lotus Notes.

Hours and conditions

The standard working time is 37 hours per week.

Selection will use the Success Profiles framework and will assess behaviours and strengths. Feedback is only given if you attend interview or assessment.

Successful candidates must pass a criminal record check and baseline personnel security standard checks where required for work with government assets.

Artificial intelligence may be used to support an application, but all examples and statements must be genuine, factually correct and drawn from your own experience. Any plagiarism or misrepresentation may lead to withdrawal of the application and disciplinary action for internal candidates.

Nationality and eligibility

This role is broadly open to UK nationals, Republic of Ireland nationals, Commonwealth nationals with the right to work in the UK, eligible EU/Swiss/Norwegian/Icelandic/Liechtenstein nationals and family members with settled or pre-settled status or a valid EUSS application, individuals with limited or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020, and Turkish nationals or eligible family members who have accrued the right to work in the Civil Service.

The Civil Service recruits on merit through fair and open competition. The role sits within a workplace that promotes diversity, equal opportunities and support for candidates with disabilities through the Disability Confident Scheme. A Redeployment Interview Scheme is also available for civil servants at risk of redundancy who meet the minimum requirements.

The post is part of the Great Place to Work for Veterans initiative.

Benefits and workplace support

Benefits mentioned include access to learning and development, a working environment that supports flexible working options, a culture that encourages inclusion and diversity, and a Civil Service pension with an employer contribution of 28.97%. Annual leave, public holidays and a Season Ticket Advance are also referenced.

Contact information

Recruitment enquiries: SSCL Recruitment Enquiries Team. Email: moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk. Telephone: 0345 241 5358.

Additional information

Once the vacancy closes, the advert will no longer be available, so applicants may wish to keep a copy for their records. The job is with the National Probation Service, Directorate: National Probation Service, Band 3.