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About the Role

This is a coordination and senior administrative role within the Divisional office, Function/Cluster local offices, providing corporate support to operational teams. The jobholder acts as an interface between management and colleagues, reporting to the Hub Manager or Business Manager and managing administrative staff. The role ensures efficient business support and operational administrative services, with a focus on compliance with Health, Safety, and Fire Regulations.

Responsibilities

Develop and implement business administration systems, databases, and recording systems.
Prepare and collate documentation for business activity and operational probation delivery.
Maintain Divisional, functional, or cluster registers (e.g., Serious Further Offences, Freedom of Information, Accidents, Complaints).
Collect and distribute monies and maintain related records.
Act as Vetting Contact Point for the relevant division, function, or cluster.
Monitor Travel Warrants, Bus passes, and cheque book requests, and assist with Purchase Orders.
Attend meetings and events to represent the relevant Business Manager.
Ensure timely reporting of building issues (repairs, defects, security) to facilities contractors and track resolution.
Undertake and coordinate health and safety risk assessments, fire drills, and ergonomic assessments.
Act as Cardinus Assessor, First Aider, and Fire Warden, and address local issues arising from incidents and DSE Assessments.
Provide effective management and leadership to the team.
Proactively manage staff development, underperformance, attendance, health and safety, and employee relations.
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 using appropriate skills, styles, and approaches.
Contribute to the management of the Division/Cluster/Function.
Manage own resources and take responsibility for own professional development.
Liaise with staff to receive, collate, and analyse information, developing systems and compiling reports.
Use data to identify trends and take appropriate action to maintain and enhance performance.
Ensure all reasonable precautions are taken for the maintenance, security, and confidentiality of written and electronically stored material.
Ensure all team resources are deployed cost-effectively.
Undertake the Knowledge and Information Liaison Officer role, offering advice and guidance.
Act as Record Retrieval Requestor.
Demonstrate pro-social modelling skills by reinforcing pro-social behaviour and challenging anti-social behaviour.
Work within the aims and values of NPS and HMPPS.
Accept reasonable alterations and additional tasks of a similar level.

Requirements

Demonstrate previous administration experience.
Experience providing a wide range of management support activities.
Evidence of providing support and assistance to colleagues in delivering a quality service.
Ability to fulfil all spoken aspects of the role with confidence through the medium of English or Welsh.
All candidates are subject to security and identity checks prior to taking up post.

Skills

IT Skills; Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e. Lotus Notes)

Location

London

Work Type

Hybrid Working
Full Time
Permanent

Experience Level

Senior administrative role

Education Level

NVQ Level 2 or equivalent
GCSE Grade A-C in English and Maths (or equivalent)

Salary/Compensations

£28,064 - £33,549
London allowance payment

Benefits

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service, plus public holidays.
Pension: Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF).
Training: Extensive range of training and development opportunities.
Networks: Opportunity to join employee-run networks.
Family Friendly policies such as opportunities to work reduced hours or job share.
Access to flexible benefits such as voluntary benefits, retail vouchers and discounts.
Alternative government childcare support schemes, including Tax Free Childcare.
Paid paternity, adoption and maternity leave.
Free annual sight tests for employees who use computer screens.

About the Company

The MoJ offers Hybrid Working arrangements where business need allows.
Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform.
HMPPS welcomes part-time, flexible and job-sharing working patterns.
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition.
As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities.
The Civil Service is committed to attract, retain and invest in talent wherever it is found.
The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme.
Civil Service departments are expected to explore redeployment opportunities before making an individual redundant.
The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

Equal Opportunity

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.
MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.
The Civil Service is committed to attract, retain and invest in talent wherever it is found.
The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs.
MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns.