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About the Role

This is a co-ordination and senior administrative role within the Divisional office, Function/Cluster local offices, providing corporate support to operational teams. The role acts as an interface between management and colleagues, with line management responsibilities for administrative staff. The primary purpose is to ensure efficient and effective business support and operational administrative services.

Responsibilities

Development and implementation of business administration systems, databases and recording systems.
Preparation and collation of documentation for divisional, functional or cluster business activity.
Maintenance of Divisional, functional or cluster Registers (Serious Further Offences, Freedom of Information, Accidents, Complaints).
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.
Attend meetings and events to represent the relevant Business Manager.
Ensure timely reporting of building issues (repairs, defects, security) to facilities contractors.
Undertake and co-ordinate health and safety risk assessments, fire drills and ergonomic assessments.
Act as Cardinus Assessor, First Aider and Fire Warden.
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.
Ensure that all reasonable precautions are taken towards the maintenance, security and confidentiality of written and electronically stored material.
Ensure that all team resources are deployed cost effectively and provide best value.
Undertake the Knowledge and Information Liaison Officer role offering advice and guidance.
Act as Record Retrieval Requestor.
Demonstrate pro-social modelling skills by consistently reinforcing pro-social behaviour and challenging anti-social behaviour.
Work within the aims and values of NPS and HMPPS.

Requirements

Role requires being in office 4 days a week due to line management responsibility overseeing CAs handling sensitive information.
Must undergo and pass NPPV Level 2 vetting.
Demonstrate previous administration experience.
Experience of providing a wide range of management support activities.
Evidence of providing support and assistance to colleagues in delivering a quality service.
An ability to fulfil all spoken aspects of the role with confidence through the medium of English.

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).
Extensive range of training and development opportunities.
Opportunity to join employee-run networks.
A range of ‘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.
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.
The Ministry of Justice is committed to staff development.
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

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.
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.
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.