Senior Administration Officer

2 months ago

London, United Kingdom Ministry of Justice Full time

Salary 1
- £23,637 - £29,046

Number of jobs available 1
- 2

Detail of reserve list 1
- 12 Months

Region 1
- Wales

City/Town 1
- Caerphilly, Cardiff, Newport, Pontypridd, Swansea

Building/Site 1
- NPS 33 WESTGATE STREET CARDIFF, CF10 1JE, NPS CENTENARY HOUSE CAERPHILLY, CF83 2WA, NPS FORMER POST OFFICE PONTYPRIDD, CF37 1BA, NPS USK HOUSE NEWPORT, NP20 2AG, NPS WEST GLAMORGAN HOUSE SWANSEA, SA1 5AB

Grade 1
- Other

Organisation Grade for HMPPS 1
- NPS Pay Band 3 National

Post Type 1
- Permanent

Working Pattern 1
- Full Time, Part Time

Role Type 1
- Administration / Corporate Support

Job description 1

**HMPPS** **in Wales**:
**Preventing victims by changing lives**
HMPPS in Wales works in an integrated way to keep communities in Wales safer and to give the people we work with the opportunity to change their lives. We commission and provide offender management services in the community and in custody to deliver the orders of the courts and support rehabilitation. Our aim is to deliver outstanding, seamless offender management services in Wales that protect the public, reduce reoffending, deliver value for money and support our partners.

**The Welsh Language Scheme**
Welsh Language skills for this post are desirable.

**HMPPS** yng Nghymru**:
**Atal pobl rhag dod yn ddioddefwyr trwy newid bywydau**
Mae HMPPS yng Nghymru yn gweithio mewn ffordd integredig i gadw cymunedau yng Nghymru yn fwy diogel, a rhoi cyfle i’r pobol rydym yn gweithio â hwy i newid eu bywydau. Rydym yn comisiynu a darparu gwasanaethau rheoli troseddwyr yn y gymuned a’r carchar i weithredu gorchmynion y llysoedd a chefnogi adsefydlu. Ein nod yw darparu gwasanaethau rheoli troseddwyr ardderchog ac esmwyth yng Nghymru sy’n gwarchod y cyhoedd, lleihau aildroseddu, cynnig gwerth am arian a chefnogi ein partneriaid.

**Y Cynllun Iaith Gymraeg**
Mae sgiliau iaith Gymraeg yn ddymunol ar gyfer y swydd hon.

**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 t

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