Administrative Officer - Accredited Programmes in Chelmsford

This senior administrative role supports the Divisional office and Function/Cluster local offices by providing corporate support, managing operational administrative services, and acting as the interface between the Hub Manager, Business Manager, and external partners. The role includes line‑management responsibilities for Administrative Assistants, Case Administrators and other staff, and ensures compliance with health, safety, fire regulations and organisational policies.

Responsibilities

• Develop and implement business administration systems, databases and recording systems to support operational probation delivery.
• Prepare and collate documentation for various purposes to support divisional, functional or cluster business activity and probation delivery.
• Maintain and support divisional, functional or cluster registers such as Serious Further Offences, Freedom of Information, Accidents, and Complaints.
• Collect and distribute monies to/from Imprest and maintain related records.
• Act as Vetting Contact Point and monitor Travel Warrants, Bus passes, cheque book requests and assist with Purchase Orders.
• Represent the Business Manager at meetings and events as required.
• Ensure timely reporting of problems related to building maintenance, repairs, defects and security issues, and coordinate solutions.
• Undertake and coordinate health and safety risk assessments, fire drills, ergonomic assessments, and maintain training registers.
• Act as Cardinus Assessor, First Aider, Fire Warden and manage related incident actions.
• Provide effective management and leadership to the team, including staff development, performance management, attendance, health and safety, employee relations and diversity matters.
• Recruit for relevant posts within the cluster/division and support training and development events as a trainer.
• Write reports to support effective operation; participate in meetings using appropriate skills and approaches.
• Analyse information, develop systems, compile reports and use data to identify trends and take corrective actions.
• Ensure confidentiality and security of written and electronic material in accordance with Data Protection Act and Information Security policies.
• Support the Knowledge and Information Liaison Officer role, provide advice to OMs, and act as Record Retrieval Requestor.
• Promote pro‑social behaviour and challenge anti‑social attitudes in line with NPS and HMPPS values.

Qualifications

• Previous administration experience and ability to provide a wide range of management support activities.
• Evidence of support to colleagues in delivering a quality service.
• Experience of managing staff, providing leadership and facilitating staff development.
• Commitment to equality and inclusion and an understanding of their relevance to work.
• Adherence to policies regarding sensitive/confidential information.

Technical Requirements

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• NVQ Level 2 or equivalent.
• GCSE Grade A‑C in English and Maths (or equivalent).

Equality, Diversity & Inclusion

In line with NPS policies and procedures, the role requires a commitment to equality and inclusion and an understanding of their relevance to the work performed. All candidates are subject to security and identity checks prior to taking up the post.

Employment Conditions

Standard full‑time hours are 37 hours per week (excluding unpaid breaks). Hybrid working arrangements may be available where business need allows, but the role must be based in the UK. The position adheres to Civil Service recruitment principles and is open to all candidates regardless of disability or veteran status.