IOM Senior Administrative Officer in Cardiff

This is a co‑ordination and senior administrative role in the Divisional office, Function / Cluster local offices. 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.

Responsibilities, Activities & Duties

• 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

• Provide effective management and leadership to the team.
• 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.
• 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.
• 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.
• Work within the aims and values of NPS and HMPPS.

Additional Information

The IOM SAO supports the delivery of Integrated Offender Management by providing administrative and coordination support across multi‑agency partners. The role focuses on maintaining accurate records, supporting meetings, and ensuring effective information sharing to help manage risk, reduce reoffending, and improve community outcomes.

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non‑contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home. Some roles will not be suitable for Hybrid Working. Work arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review. Standard full‑time working hours are 37 hours per week excluding unpaid breaks. HMPPS welcomes part‑time, flexible and job‑sharing working patterns where they meet the demands of the role and business needs. All applications for such working patterns will be considered in accordance with HMPPS’ Flexible Working policy.

Benefits

• Annual leave is 25 days on appointment and will increase to 30 days after five years’ service, plus public holidays. Leave for part‑time and job share posts will be calculated on a pro‑rata basis.
• Covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund.
• Committed to staff development and offers an extensive range of training and development opportunities.
• Opportunity to join employee‑run networks that provide advice and support.
• Family friendly policies such as reduced hours or job share, flexible benefits, voluntary benefits, retail vouchers and discounts.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.

Equality and Inclusion

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.

Selection Criteria

Ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.

Security Checks

All candidates are subject to security and identity checks prior to taking up post.

Eligibility

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