Administration Officer in Liverpool

This is a co‑ordination and senior administrative role in the Divisional office and Function / Cluster local offices. The jobholder will provide corporate support office‑based activities to support the work of the Divisional and operational teams and will act as an interface between the Hub Manager, Business Manager and colleagues and other partners on a wide range of issues. The role reports to the Hub Manager in Divisional offices and the Business Manager in Function or Cluster offices and has 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.

Responsibilities and Activities

• 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.
• 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.
• Report issues locally and to the Divisional HS&F Manager.
• Maintain registers and coordinate 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.
• 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.
• Manage own resources and take responsibility for own professional development.
• Liaise with staff to receive, collate and analyse information, developing systems and compiling reports as necessary.
• Use data to identify trends and take 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.
• Act 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.
• Hybrid Working arrangements where business need allows are available, allowing work from base, different MoJ sites or home (only within the UK). Arrangements will be discussed and agreed with the successful candidate and subject to regular review.

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, PowerPoint (or equivalent, e.g. Lotus Notes).

Benefits

• Annual Leave: 25 days on appointment increasing to 30 days after five years’ service (pro‑rata for part‑time and job‑share posts). Public holidays included.
• Hybrid Working arrangements where business need allows.
• Support for a range of family‑friendly policies, voluntary benefits and discounts.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.

Equality, Diversity and Inclusion

In line with NPS policies and procedures, the jobholder must at all times demonstrate a commitment to equality and inclusion and an understanding of their relevance to the work they do. The post holder must adhere to all policies in respect of the sensitive/confidential nature of the information handled whilst working in this position. The MoJ is a Disability Confident employer and is committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace.

Application Process

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location (their nearest Justice Collaboration Centre or Justice Satellite Office). Fundamental terms of service are those of the Civil Service and will apply where applicable. Applications are considered by merit on the basis of fair and open competition. For more details, please visit the MoJ recruitment portal.