14826 - Senior Administrative Officer - (Part-Time)(Fareham) Fixed Term/Loan

This Senior Administrative Officer vacancy is a position within the Corporate Services team, which will provide support to the Estates Business Manager and colleagues within the HMPPS regional Health & Safety team. This is a new role offered as a Fixed-term contract with the possibility of becoming a permanent position.

Responsibilities:

• Health and Safety: Manage the PeopleSafe regional administration, including new starter device allocation, extract adhoc reports from Nexus (when required), assist in management of any user changes and guidance, and tracking of all office escalation routes and procedures.
• Manage the ongoing Cardinus work held by the CS hub- data cleanse and quality assure against any leavers, movers and new starters. Manage comms to business area managers on outstanding training or action completion required.
• Oversee and track the first aid trained staff across the business areas and offices, in line with each building's 'First aid needs assessment'. Assist with the management of ongoing first aid training courses and record of certification.
• Manage the accurate record keeping of current Safe Working Practice Documents and GRAs for the region's buildings on the dedicated Onestop page.
• Oversee the ongoing Health and Safety KPI work held by the CS hub to ensure business areas update Sphera accordingly before KPIs are extracted each month.
• Oversee accurate record keeping of Sphera incidents and file all H&S incident reports in the relevant regional folders.

Estates:

• Manage a regional FM work order tracker, covering all South Central sites, where we have our MOJ FM in place. Track and manage all regional works orders which have been escalated, communicating with site and MOJ Area Property Managers as and when needed.
• Attend meetings in the Estates Business Manager's absence. This includes (but is not limited to) Building User Group Meetings, Health and Safety Meetings.
• Track all pre-start meetings dates, start dates and completion dates of any FM Project works (pre-planned and unplanned).
• Support the Estates Business Manager with any required administrative tasks.

Requirements:

• Be willing to complete IOSH managing H&S training.
• Be willing to travel to regional sites if and when required.
• Possible line management responsibilities.

(Please note this is not exhaustive and other responsibilities may be required, which fall within the Senior Administrative Officer role within the Corporate Services team).