NPS Job Description (JD)
NPS Band 2
Directorate: National Probation Service
Job Description: Divisional Training Administrator
Document Ref.
NPS-JES-0082 Divisional Training Administrator v1.0
Document Type
Management
Version
1.0
Classification
Official
Date of Issue
30 March 2020
Status
Baselined
Produced by
Head of Group
Authorised by
Reward Team
JD Evidence
NPS-JES-0082 Divisional Training Administrator v1.0
NPS Job Description
Job Title
Divisional Training Administrator
Directorate
National Probation Service
Band
NPS Band 2
Overview of the job
The post holder will be a member of the wider HMPPS Learning and Development
(L&D) team but will be based within the National Probation Service (NPS). For day to
day and line management purposes, the post holder will report to the Divisional
Training Manager or their Deputy.
The post holder will provide administrative support to aid in the delivery of probation
qualifications at a local level and coordinate associated L&D activities.
Regular communications with Divisional hubs, members of the Divisional Training
Team and national colleagues to support effective and efficient registration of
learners, certification claims, preparation for External Quality Assurer inspections and
providing resources for effective training delivery.
Summary
Manage all aspects of administration and co-ordination to support the divisional
training team in providing Probation qualifications and L&D activities.
Acting as the primary point of contact and assisting in the day to day administration
of the divisional training team. Key tasks will include the provision of advice to staff
regarding L&D activities, producing data/management information, organising
meetings, diary coordination, and compilation of correspondence and documents.
This role will be based within a Divisional Training Team.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities & Duties
and duties:
? Provide general administrative support for the Divisional Training Team including
photocopying, typing, amending and processing documents, minute taking and
responding to queries using an understanding of Probation service delivery.
? Act as a Local Training Coordinator to administer training events on HR systems,
ensuring that learner records are up to date and produce reports as required.
? Liaise with other L&D teams to organise appropriate venues for local and national
training and monitor take up of training delivered by the Divisional Training team.
? Analyse training attendance/completion information to produce reports as
specified by the Divisional Training Manager to assist in deploying HMPPS L&D
resources to meet the requirements of the division. Information needs to be
distributed and cohesive to assist clusters in meeting their L&D requirements.
? Provide assistance to business managers and divisional hubs to aid in promoting
attendance in the divisions and provide advice on learning and development
activities. Aid the development of others in building their knowledge the L&D
offer.
? Maintain divisional records on behalf of the National Centre and adhere to
nationally agreed practices to utilise the eportfolio system to register learners on
qualifications.
? Provide the Divisional Training Manager and National Centre with updates on
learner progress and claim certificates for completions and national census
information to inform invoices.
? Liaise with the National Centre to prepare for External Quality Assurance
inspections and maintain Awarding Body compliance with all administrative
activities.
NPS-JES-0082 Divisional Training Administrator v1.0
? Develop and maintain comprehensive and up-to-date electronic and manual filing
systems which support the team and be effective in storing and retrieving key
data.
? Co-ordinate and schedule national and locally administered learning events
including producing timetables of upcoming training and communications to staff.
? Create and maintain relevant databases and ensure they contain accurate data,
liaising with appropriate staff as necessary and routinely quality assuring them -
this can include restricted or confidential information.
? Contribute to the continuous improvement of administrative systems, process and
workflows to ensure the team meets its targets.
The duties/responsibilities listed above describe the post as it is at present and is not
intended to be exhaustive. The job holder is expected to accept reasonable
alterations and additional tasks of a similar level that may be necessary. Significant
adjustments may require re-examination under the Job Evaluation Scheme and shall
be discussed in the first instance with the job holder.
An ability to fulfil all spoken aspects of the role with confidence through the medium
of English or (where specified in Wales) Welsh.
Behaviours
? Managing a Quality Service
? Working Together
? Delivering at Pace
? Changing and Improving
? Making Effective Decisions
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Essential Experience
? Previous administration experience, and experience of providing a wide
range of management support activities
? Proficiency in use of Excel in order to produce spreadsheets and present data
in an accessible format
? Evidence of providing support and assistance to colleagues in delivering a
quality service.
Desirable
? Experience of effective communications
? Experience of making successful critical decisions
? Operational experience of working in a Probation setting
Technical
? NVQ Level 2 or equivalent
requirements
? RSA III (gained or working towards) or equivalent qualification such as CLAIT
Advanced
Desirable
? GCSE Grade A-C in English and Maths (or equivalent)
Ability
? Microsoft: Word, Excel, Outlook and PowerPoint (or equivalent i.e. Lotus
Notes)
Minimum Eligibility
? All candidates are subject to security and identity checks prior to taking up
post.
? All external candidates are subject to 6 months’ probation. Internal
candidates are subject to probation if they have not already served a
probationary period within HMPPS.
? All staff are required to declare whether they are a member of a group or
organisation which HMPPS consider to be racist.
Hours of Work
Leave Blank
(Unsocial Hours)
To be used by the JES Team only
Allowances
NPS-JES-0082 Divisional Training Administrator v1.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8
Changing and Improving
IT Skills; Microsoft:
Previous administration
NVQ Level 2 or equivalent
Word, Excel, Outlook,
experience, and experience of
and PowerPoint (or
providing a wide range of
equivalent i.e. Lotus
management support activities.
Notes)
Making Effective Decisions
Proficiency in use of Excel in order
RSA III (gained or working towards) or
to produce spreadsheets and
equivalent qualification such as CLAIT
present data in an accessible
Advanced
format.
Delivering at Pace
Evidence of providing support and
Desirable
assistance to colleagues in
GCSE Grade A-C in English and Maths (or
delivering a quality service.
equivalent)
Managing a Quality Service
Desirable
Experience of effective
communications,
Experience of making successful
critical decisions,
Operational experience of working
in a Probation setting
Working Together
NPS-JES-0082 Divisional Training Administrator v1.0