Yorkshire and the Humber Probation Service - Senior Admin Officer in Estates Hub in Barnsley

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.

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.

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 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. Attend meetings and events to represent the relevant Business Manager as agreed.
• 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. Undertake and co‑coordinate health and safety risk assessments, fire drills and ergonomic assessments, reporting issues locally and to the Divisional HS&F Manager. Act as Cardinus Assessor, First Aider and Fire Warden, and take forward actions to address incidents and DSE Assessments.
• Effectively Manage and Develop staff: Provide effective management and leadership to the team. Proactively manage staff development, underperformance, attendance, health and safety, employee relations and diversity matters. Contribute to training 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 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. Ensure that all reasonable precautions are taken towards the maintenance, security and confidentiality of written and electronically stored material. Deploy team resources cost effectively to provide best value. Undertake or support the Knowledge and Information Liaison Officer role, acting as Record Retrieval Requestor. Demonstrate pro‑social modelling skills and challenge anti‑social behaviour. Work within the aims and values of NPS and HMPPS.

Qualifications & Experience

• Demonstrate previous administration experience and 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).

Behaviours

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

EEO / Nationality Requirements

• UK nationals
• Nationals of the Republic of Ireland
• Nationals of Commonwealth countries with right to work in the UK
• Nationals of EU, Switzerland, Norway, Iceland or Liechtenstein and relevant family members with settled or pre‑settled status.
• Nationals of EU, Switzerland, Norway, Iceland or Liechtenstein with valid application for settled or pre‑settled status.
• Individuals with limited leave to remain or indefinite leave to remain eligible to apply for EUSS on or before 31 December 2020.
• Turkish nationals and certain family members with accrued right to work in the Civil Service.

Benefits

• Annual leave: 25 days upon appointment, increasing to 30 days after five years. Pro‑rata for part‑time positions.
• Pension: Covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund.
• Training: Extensive range of staff development opportunities provided by the Ministry of Justice.
• Family Friendly policies: Opportunities to work reduced hours or job share.
• Flexible benefits: Voluntary benefits, retail vouchers and discounts available.
• Paid parental leave: Paternity, adoption and maternity leave.
• Free annual sight tests for employees using computer screens.

These are temporary roles until 31/03/27, with the potential to be extended. All candidates are subject to security and identity checks prior to taking up post.