Senior Administration Officer, Yorkshire and the Humber Probation Service

at  Ministry of Justice

Salary
£25,310 - £30,968
Number of jobs available
11
Detail of reserve list
12 Months
Region
Yorkshire and the Humber
City/Town
Barnsley , Beverley , Bradford , Bridlington , Dewsbury , Doncaster , Goole , Halifax , Harrogate , Huddersfield , Hull , Leeds , Northallerton , Rotherham , Scarborough , Scunthorpe , Sheffield , Wakefield , York
Building/Site
1 Burgage Square, Merchant Gate, Wakefield WF1 2TS, NMS Church House, HD1 1SG, NMS Suite 1, Grd Fl, Unit 2 Hawke Street Business Park, S9 2SU, NMS West Offices, YO1 6HT, NMS Westgate House, HX1 1PD, NPS 1 AIRMYN ROAD GOOLE, DN14 6XA, NPS 108 LOWTHER STREET YORK, YO31 7WD, NPS 30 ALBION STREET DEWSBURY, WF13 2AJ, NPS 34 BENNETTHORPE DONCASTER, DN2 6AD, NPS 379 YORK ROAD LEEDS, LS9 6TA, NPS 45 DIVISION STREET SHEFFIELD, S1 4GE, NPS 4A ST JOHNS AVENUE BRIDLINGTON, YO16 4NG, NPS 5/7 HAYWRA CRESENT HARROGATE, HG1 5BG, NPS ACORN HOUSE BARNSLEY, S71 1HH, NPS ASHLEY BUSINESS COURT ROTHERHAM, S60 1RU, NPS BARCLAYS HOUSE HULL, HU1 1RN, NPS CITY COURTS BRADFORD, BD1 1LA, NPS ESSEX LODGE NORTHALLERTON, DL7 8SG, NPS FRATERNAL HOUSE BRADFORD, BD1 4HP, NPS Northways Scarborough, YO11 1JS, NPS UNIT 1 SCUNTHORPE, DN15 6JH, NPS WATERLOO HOUSE LEEDS, LS1 2EE, REED HOUSE(GROUND FLOOR) BEVERLEY, HU17 0LF
Grade
Other
Organisation Grade for HMPPS
NPS Pay Band 3 National
Post Type
Fixed Term
Duration of appointment
Up to 7 month
Working Pattern
Full Time, Part Time
Role Type
Administration / Corporate Support
Will the successful applicant have line manager responsibilities?
No
Job description

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

ESSENTIAL EXPERIENCE

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

TECHNICAL REQUIREMENTS

• 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)

QUALIFICATIONS

GCSE Grade A-C in English and Maths (or equivalent)
IT Skills; Microsoft: Word, Excel, Outlook, PowerPoint, PowerBi
Additional Information
Some roles in probation require employees to have access to additional intelligence systems that require a higher level of vetting. An example of this, is the multi-agency ‘Visor’ system. If you are applying for a role that requires you to access systems such as Visor, you will be expected to undertake additional vetting for this once you commence in post, in addition to the pre-employment checks.
Senior Administrative Officers play a significant role, as they act as an interface between Business Managers, colleagues, and other partners on a wide range of issues. They will have line management responsibilities for Receptionist, Case Administrators, and other administrative staff. It’s a challenging and rewarding role, with great training, support, and opportunities to progress.
If you are successful in the recruitment process and join the Probation Service, your starting salary will be £25,310. The Probation Service offer the opportunity for annual pay progression. The table below shows the pay increases a Senior Administrative Officer could receive:
1 Apr 24
1 Oct 24
£25,310
£26,475

To be successful in this role:

• You’ll love learning new things and can adapt to meet the needs of our organisation.
• You’ll be prepared to use your own initiative and enjoy working as part of a team.
• Multitasking will be second nature, ensuring tight deadlines are met.
• You’ll use Agile methodologies and promote a culture of continuous improvement.
• You will be at ease working closely with other teams collaborating across diverse business areas with a range of people.

Please be aware that this role could have the potential to lead to a permanent role/contract
These are fixed term contracts until the 31st March 2025

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 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

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 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

Use communication effectively

• Write reports to support the effective operation of the Division/Cluster/Function
• Participate in meetings where appropriate, using appropriate skills, styles and approaches
• Contribute 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 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 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

To be successful in this role:

• You’ll love learning new things and can adapt to meet the needs of our organisation.
• You’ll be prepared to use your own initiative and enjoy working as part of a team.
• Multitasking will be second nature, ensuring tight deadlines are met.
• You’ll use Agile methodologies and promote a culture of continuous improvement.
• You will be at ease working closely with other teams collaborating across diverse business areas with a range of people