Administrative Officer

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.

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.

• 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 relevant Registers such as Serious Further Offences, Freedom of Information, Accidents, Complaints and inputting data to monitor agreed probation processes.
• 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.
• Attend meetings and events to represent the relevant Business Manager as agreed from time to time.
• Ensure timely reporting of building problems, including repairs, defects and security issues to facilities contractors.
• Undertake and coordinate health and safety risk assessments, fire drills and ergonomic assessments at the relevant sites; maintain registers and coordinate training.
• Act as Cardinus Assessor, First Aider and Fire Warden and take forward actions to deal with local incidents arising from incidents and DSE assessments.
• Provide effective management and leadership to the team; proactively manage staff development, issues of underperformance, attendance, health and safety, employee relations and diversity matters.
• Write reports to support the effective operation of the Division/Cluster/Function and participate in meetings where appropriate.
• Liaise with staff to receive, collate and analyse information, developing systems and compiling reports as necessary to identify trends and take appropriate action to maintain and enhance performance.

• NVQ Level 2 or equivalent.
• GCSE Grade A‑C in English and Maths (or equivalent).
• IT skills:
  Microsoft Office (Word, Excel, Outlook, PowerPoint);
  Lotus Notes or equivalent.
• Knowledge of Integrated Offender Management (IOM) scheme desirable.

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

• Annual leave: 25 days on appointment, 30 days after five years' service, plus public holidays.
• Pension:
  Local Government Pension Scheme (LGPS) via Greater Manchester Pension Fund.
• Flexible working: hybrid arrangements, part‑time and job‑sharing options regarded on a case‑by‑case basis.
• Training and development opportunities provided by the Ministry of Justice.

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.