Description
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.
Responsibilities, Activities & 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.
- Act as Cardinus Assessor, First Aider and Fire Warden and take forward actions to deal with local issues arising from incidents and DSE Assessments.
- 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.
- 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.
- 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.
Behaviours
- Changing and Improving
- Making Effective Decisions
- Delivering at Pace
- Managing a Quality Service
- Developing Self and Others
Essential Experience
- Demonstrate previous administration experience, and experience of providing a wide range of management support activities.
- Evidence of providing support and assistance to colleagues in delivering a quality service.
Technical requirements
- NVQ Level 2 or equivalent.
- GCSE Grade A-C in English and Maths (or equivalent).
- IT Skills; Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent).
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 employer contribution of 28.97%.
- Annual Leave.
- Public Holidays.
- Season Ticket Advance.