Job administrative assistant in Chippenham, South West England at HM Prison and Probation Service

Job Details

Company Logo Logo
Company HM Prison and Probation Service
Company Website Hiring Organization
Company Address London, United Kingdom
Industry National Services & Agencies
Sector Government & Public Administration
Salary 29046 - 23637 GBP per ANNUAL
Job Location Chippenham, South West England

Job Description

Details

Reference number

305061

Salary

£23,637 - £29,046

Job grade

Other
NPS Pay Band 3 National

Contract type

Permanent

Type of role

Administration / Corporate Support

Working pattern

Flexible working, Full-time, Job share, Part-time

Number of jobs available

1

Contents

    Location

    About the job

    Benefits

    Things you need to know

    Apply and further information

Location

This position is based at NPS 34 Marshfield Road Chippenham, SN15 1JT

About the job

Job summary

Please refer to Job Description

Job description

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

Overview of the job

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

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

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

Person specification

Please refer to Job Description

Behaviours

We'll assess you against these behaviours during the selection process:

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

Technical skills

We'll assess you against these technical skills during the selection process:

  • Please provide a statement below as to how your qualifications and skills in using Microsoft Office and / or other IT databases will prepare you to perform in a Senior Administrative role role

Benefits

  • Access to learning and development
  • A working environment that supports a range of flexible working options to enhance your work life balance
  • A working culture which encourages inclusion and diversity
  • A Civil Service pension with an average employer contribution of 27%
  • Annual Leave
  • Public Holidays
  • Season Ticket Advance


For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.


Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths, Experience and Technical skills.
https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.
People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

  • UK nationals
  • nationals of Commonwealth countries who have the right to work in the UK
  • nationals of the Republic of Ireland
  • nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS) (opens in a new window)
  • relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
  • relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
  • certain family members of the relevant EU, EEA, Swiss or Turkish nationals
Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

    Name :
    SSCL Recruitment Enquiries Team
    Email :
    Moj-recruitment-vetting-enquiries@gov.sscl.com
    Telephone :
    0845 241 5358

Recruitment team

    Email :
    Moj-recruitment-vetting-enquiries@gov.sscl.com

Further information

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. I you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages: http://civilservicecommission.independent.gov.uk/civil-service-recruitment/complaints
https://justicejobs.tal.net/vx/appcentre-1/brand-13/candidate/so/pm/1/pl/3/opp/77575-77575-Senior-Administrative-Officer-Chippenham/en-GB

Job Location

Chippenham, South West England

Apply Here