admin officer in Swansea

This is a co‑ordination and senior administrative role in the Divisional office and in the Function / Cluster local offices. The role provides corporate support to the Divisional and operational teams, acting as an interface between the Hub Manager, Business Manager and colleagues, and other partners. The holder reports to the Hub Manager in Divisional offices and the Business Manager in Function or Cluster offices, with 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, and to support the Business Manager in ensuring compliance with Health, Safety and Fire Regulations. The post holder must demonstrate a commitment to equality and inclusion, and must adhere to all policies concerning the sensitive/confidential nature of information handled.

Management Support

• Develop and implement business administration systems, databases and recording systems to support operational probation delivery.
• Prepare and collate a range of documentation for a variety of purposes to support effective divisional, functional or cluster business activity and operational probation delivery.
• Maintain (or support the relevant Business Manager in maintaining) Registers such as Serious Further Offences, Freedom of Information, Accidents, Complaints, inputting data, monitoring agreed probation processes and ensuring completion within specified timescales.
• Collect and distribute monies to/from Imprest, and maintain 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 as required, 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 timely reporting of problems, including repairs, defects and security issues with the building(s) to facilities contractors and maintain progress to satisfactory conclusions while ensuring equipment is in good working order.
• Undertake and coordinate 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, maintaining registers and coordinating training.
• Act as Cardinus Assessor, First Aider, and Fire Warden, and take forward actions to deal with local incidents and DSE Assessments, or ensure that sufficient people are available for these roles at the relevant sites.

Staff Management

• Provide effective management and leadership to the team.
• Proactively manage staff development, issues of underperformance, attendance, health and safety, and employee relations and diversity matters; adopt a consistent, fair and objective stance in decisions related to individual staff issues.
• Contribute to relevant training and development events as a trainer.
• Support recruitment activity for relevant posts within the cluster/division.

Communication and Performance

• 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 personal professional development.
• Use information to take critical decisions – liaise with staff to receive, collate, and analyse information, developing systems and compiling reports as necessary, and utilise data to identify trends and take appropriate action.
• Ensure that all reasonable precautions are taken towards the maintenance, security, and confidentiality of written and electronically stored material, in line with the Data Protection Act and Information Security Policies and Procedures.
• Ensure 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 and working with the Data Access Compliance Unit to complete responses.
• Act as Record Retrieval Requestor in line with arrangements.
• Demonstrate pro‑social modelling skills by consistently reinforcing pro‑social behaviour and attitudes and challenging anti‑social behaviour.
• Work within the aims and values of NPS and HMPPS.

Essential Experience

• Demonstrate previous administration experience and a record 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, and PowerPoint (or equivalent, e.g., Lotus Notes).

Language Requirements

• English is required.
• Welsh language skills are desirable.

Benefits

• Family‑friendly policies such as reduced‑hours or job‑share opportunities.
• Flexible benefits including voluntary benefits, retail vouchers and discounts.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.
• Access to a generous pension scheme, flexible working arrangements, and broad training and development opportunities.

Equality, Diversity and Inclusion

The Civil Service embraces diversity and promotes equal opportunities. We are a Disability Confident employer, 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. We will offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.