Corporate Services

6 months ago

Birkenhead, United Kingdom Ministry of Justice Full time

Salary
1

£31,582 - £39,821

Number of jobs available
1

1

Detail of reserve list
1

12 Months

Region
1

North West

City/Town
1

Birkenhead

Building/Site
1

NPS 40 EUROPA BOULEVARD BIRKENHEAD, CH41 4PE

Grade
1

Other

Organisation Grade for HMPPS
1

NPS Pay Band 4 National

Post Type
1

Permanent

Working Pattern
1

Full Time

Role Type
1

Operational Delivery

Job description
1

Overview of the job
This is a Divisional HQ first line management role reporting to the Deputy Director NPS. Leading and managing a team of business administrators to deliver business
- specific and transactional office based activities to support the work of the NPS Division.
Responsible for coordinating and allocating work across the team, taking into account
current workload, skills and knowledge of individual team members.
Summary
The purpose of the role is to lead and manage the divisional administrative function and to ensure efficient and effective running of the Support Hub, which provides the full set of business support services to the NPS Division. The post also undertakes a variety of specific activities and duties for which the job holder is held personally accountable, commensurate with their grade. Responsibilities include:

- Managing a team providing business services support
- Provision of support to the NPS Deputy Director
- Effective management of resources

Responsibilities, Activities & Duties
The job holder will be required to carry out the following responsibilities, activities and duties:
Business Services support
- Manage a team providing the full set of business support services to the NPS Division, which will include:

- HR
- Absence management (contact point)
- Vetting (SPOC)
- Appraisal, reward and recognition (registers)
- Gift & hospitality register
- Training administration (registers)
- Organisational charts (Divisional)
- Health & Safety (Divisional)
- ICT
- Change requests
- Information management (Divisional) using established probation systems
- Quantum point of contact
- Procurement
- I-Proc (requests/approvals)
- Other
- Meeting administration (Divisional)
- Event administration (Divisional)
- Public enquiry line
- Functional mailbox management (Divisional)
- Hire Car Booking
- General Office Administration
- Alert office notifications
- Divisional Complaints register

Management Support
- Leadership, line management and development of a team of administrative staff with responsibility for long term objectives and service quality which will support operational delivery
- Liaising with Divisional colleagues to understand service requirements and anticipate future demands, taking the necessary steps to develop innovative solutions
- Oversee workflow, allocating tasks and ensuring performance to the required standards
- Implementation of administrative systems and procedural changes resulting from new and revised probation policies and procedures
- Provide interface with Shared Service Centre and ensure administrative hand-offs and touch points are effectively managed and carried out
- Participate in the recruitment, selection and induction of new hub staff
- Acting as the local information manager for the directorate, ensuring compliance with protocol and procedures
- Ensuring management information is produced in a timely and accurate manner
- Undertaking ad hoc project work on behalf of the Deputy Director
- To manage office facilities, overseeing maintenance of the building and its contents, updating office inventory and organising repair work
- Undertaking responsibility for health and safety compliance. E.g.: completion and review of COSHH and risk assessments, display screen equipment reviews etc
- Responsible for ensuring appropriate adjustments are made to comply with E&D and H&S policy.

Determine the effective use of resources
- Agree budgets and unit costs for programmes of work
- Make proposals for expenditure on programmes of work
- Manage budgets and provide unit costings for activities
- Advise on financial and resourcing issues to inform objectives and forward planning

Effectively Manage and Develop staff
- Manage and develop staff
- Demonstrate leadership skills in dealing with staff
- Address poor performance
- Provide effective supervision/coaching/appraisal
- Ensure sickness absence initiatives are applied to achieve performance objectives and enhance productivity
- Resolve capability/grievance/harassment/complaints in accordance with organisational policies
- Address conduct issues and resolve conflict
- Implement human resource policies

Use communication effectively
- Providing information, feedback and advice
- Influencing and persuading
- Chair and participate in meeting using appropriate skills, styles and approaches

Enhance your own performance
- Manage own resources and professional development

Use information to take critical decisions
- Liaise with staff to receive, collate and analyse information, developing systems and compiling reports as necessary
- D

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