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Senior Administration Officer - Liverpool South (Ref: 5587 )

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HM Prison and Probation Service

8d ago

  • Job
    Full-time
    Mid & Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Liverpool

AI generated summary

  • You must confidently communicate in English (or Welsh in specified areas) for all spoken aspects of the role.
  • You will manage business systems, support operations, oversee health and safety, lead staff development, ensure data compliance, and represent management at meetings.

Requirements

  • An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh

Responsibilities

  • 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

FAQs

What is the location of the Senior Administration Officer position?

The position is based at NPS Cheadle Avenue, Tuebrook, Liverpool, L13 3AE.

What are the key responsibilities of the Senior Administration Officer?

The key responsibilities include providing management support, ensuring compliance with health and safety regulations, managing and developing staff, effective communication, and enhancing personal performance.

Who does the Senior Administration Officer report to?

The job holder reports to the Hub Manager in Divisional offices and the Business Manager in Function or Cluster offices.

What qualifications are necessary for this role?

The qualifications are detailed in the job specifications and may include relevant administrative experience and skills; specific qualifications will be outlined in the person specification.

What benefits are offered to employees in this position?

Employees receive a Civil Service pension with an employer contribution of 28.97%, annual leave, public holidays, and access to flexible working options.

Are there any training opportunities available for the Senior Administration Officer?

Yes, the role includes opportunities for staff development and contributing to relevant training and development events as a trainer.

Is there a requirement for security clearance for applicants?

Yes, successful candidates must undergo a criminal record check and baseline personnel security standard checks.

What is the process for applying for the position?

Interested candidates should apply through the provided link to the Candidate Information Page and follow the outlined application process.

What behaviours will be assessed during the selection process?

The selection process will assess the following behaviours: Making Effective Decisions, Changing and Improving, and Developing Self and Others.

Can individuals from outside the UK apply for this position?

Yes, nationals from the Republic of Ireland, Commonwealth countries, EU, Switzerland, Norway, Iceland, Liechtenstein, and their family members with appropriate work rights may apply.

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HM Prison and Probation Service

Preventing victims by changing lives.

Government
Industry
10,001+
Employees

Mission & Purpose

The Prison and Probation Service in the UK is responsible for the management of prisons and the supervision of offenders in the community. Their ultimate mission is to protect the public by reducing reoffending and ensuring offenders are safely and securely managed. Their purpose is to support rehabilitation, provide opportunities for offenders to reform, and ensure they are prepared for successful reintegration into society. The service is committed to maintaining safety, security, and effectiveness in the criminal justice system.