Senior Administrative Officer - Corporate Support and Regional Courts, Kent, Surrey and Sussex Probation Region

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

This advert is for two positions. One is based within the Corporate Services Support Hub incorporating the Management Coordination Hub. The other is a Regional Courts support role. For this second position duties and responsibilities will include but are not limited to the following activities.

Maintain and report on regional court productivity trackerDevelop rotas to maximise the staffing of GAP courts drawing on regional resourcing to increase on the day PSR deliverySupport the allocation of PSRs across regions based on capacity and availability5Proactively support allocation of PSRs when last minute capacity occurs due to FTAProvide secretariat for internal court meetings/boardsProvide and promote annual scheduling of judicial training/liaison and briefingsMaintain and update Regional Judicial TrackerPromote and coordinate Judicial shadowing opportunitiesMonitor and report on use of OT for the preparation of PSRs and ensure that existing capacity is drawn upon before OT is commissionedProvide weekly reports on OTD delivery and adjournment times

The successful candidates can be based throughout the Kent, Surrey and Sussex region however some travel around the region will be required. Depending on business need, the Smarter Working framework allows up to 50% homeworking. This can be discussed upon successful appointment.

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 deliveryMaintenance 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 timescalesCollection and distribution of monies to/from Imprest, and maintenance of related records.Act as Vetting Contact Point for the relevant division, function or clusterMonitor Travel Warrants, Bus passes, cheque book requests and assist with Purchase Orders where required, and within the agreed procurement arrangementsAttend 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 teamTo 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 issuesContribute to relevant training and development events as a trainerSupport recruitment activity for relevant posts within the cluster/division

Use communication effectively

Write reports to support the effective operation of the Division/Cluster/FunctionParticipate in meetings where appropriate, using appropriate skills, styles and approachesContribute 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 valueUndertake (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 attitudesTo 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 ImprovingMaking Effective DecisionsDelivering at PaceManaging a Quality ServiceDeveloping Self and Others

Essential Experience

Demonstrate previous administration experience, and experience of providing a wide range of management support activitiesEvidence of providing support and assistance to colleagues in delivering a quality service.

Technical requirements

NVQ Level 2 or equivalentGCSE 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