NPS Job Description (JD)
NPS Band 4
Directorate: National Probation Service
Job Description: Divisional Support Hub Manager
Document Ref.
NPS-JES-0018_Band 4 Divisional Support Hub Manager_v2.0
Document Type
Management
Version
2.0
Classification
Unclassified
Date of Issue
3/7/2019
Status
Baselined
Produced by
Head of Group
Authorised by
Reward Team
JD Evidence
NPS-JES-0018_Band 4 Divisional Support Hub Manager_v2.0
NPS Job Description
Job Title
Divisional Support Hub Manager
Directorate
National Probation Service
Band
4
Overview of the job
This is a Divisional HQ first line management role reporting to the Deputy Director
NPS. Leading and managing a team of business administrators to deliver business-
specific and transactional office based activities to support the work of the NPS
Division.
Responsible for coordinating and allocating work across the team, taking into account
current workload, skills and knowledge of individual team members.
Summary
The purpose of the role is to lead and manage the divisional administrative function
and to ensure efficient and effective running of the Support Hub, which provides the
full set of business support services to the NPS Division. The post also undertakes a
variety of specific activities and duties for which the job holder is held personally
accountable, commensurate with their grade. Responsibilities include:
? Managing a team providing business services support
? Provision of support to the NPS Deputy Director
? Effective management of resources
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities & Duties
and duties:
Business Services support
? Manage a team providing the full set of business support services to the NPS
Division, which will include:
o HR
? Absence management (contact point)
? Vetting (SPOC)
? Appraisal, reward and recognition (registers)
? Gift & hospitality register
? Training administration (registers)
? Organisational charts (Divisional)
? Health & Safety (Divisional)
o ICT
? Change requests
? Information management (Divisional) using established
probation systems
? Quantum point of contact
o Procurement
? I-Proc (requests/approvals)
o Other
? Meeting administration (Divisional)
? Event administration (Divisional)
? Public enquiry line
? Functional mailbox management (Divisional)
? Hire Car Booking
? General Office Administration
? Alert office notifications
? Divisional Complaints register
Management Support
? Leadership, line management and development of a team of administrative
staff with responsibility for long term objectives and service quality which
will support operational delivery
? Liaising with Divisional colleagues to understand service requirements and
anticipate future demands, taking the necessary steps to develop innovative
solutions
? Oversee workflow, allocating tasks and ensuring performance to the
NPS-JES-0018_Band 4 Divisional Support Hub Manager_v2.0
required standards
? Implementation of administrative systems and procedural changes resulting
from new and revised probation policies and procedures
? Provide interface with Shared Service Centre and ensure administrative
hand-offs and touch points are effectively managed and carried out
? Participate in the recruitment, selection and induction of new hub staff
? Acting as the local information manager for the directorate, ensuring
compliance with protocol and procedures
? Ensuring management information is produced in a timely and accurate
manner
? Undertaking ad hoc project work on behalf of the Deputy Director
? To manage office facilities, overseeing maintenance of the building and its
contents, updating office inventory and organising repair work
? Undertaking responsibility for health and safety compliance. E.g.: completion
and review of COSHH and risk assessments, display screen equipment
reviews etc
? Responsible for ensuring appropriate adjustments are made to comply with
E&D and H&S policy.
Determine the effective use of resources
? Agree budgets and unit costs for programmes of work
? Make proposals for expenditure on programmes of work
? Manage budgets and provide unit costings for activities
? Advise on financial and resourcing issues to inform objectives and forward
planning
Effectively Manage and Develop staff
? Manage and develop staff
? Demonstrate leadership skills in dealing with staff
? Address poor performance
? Provide effective supervision/coaching/appraisal
? Ensure sickness absence initiatives are applied to achieve performance
objectives and enhance productivity
? Resolve capability/grievance/harassment/complaints in accordance with
organisational policies
? Address conduct issues and resolve conflict
? Implement human resource policies
Use communication effectively
? Providing information, feedback and advice
? Influencing and persuading
? Chair and participate in meeting using appropriate skills, styles and
approaches
Enhance your own performance
? Manage own resources and professional development
Use information to take critical decisions
? Liaise with staff to receive, collate and analyse information, developing
systems and compiling reports as necessary
? Develop and utilise data to identify trends and take appropriate action to
maintain and enhance performance
? Plan, implement and manage systems for the exchange of sensitive
information, data and intelligence
Manage Diversity and Quality
? Develop a culture and systems that promote equality and value diversity
? Implement the diversity policies of the service and collaborate effectively
with the Equalities and Diversity Unit
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
NPS-JES-0018_Band 4 Divisional Support Hub Manager_v2.0
alternations 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.
Behaviours
? Working Together
? Leadership
? Managing a Quality Service
? Delivering at Pace
? Making Effective Decisions
? Changing and Improving
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Essential Experience
Demonstrate experience providing a wide range of business support services,
demonstrate experience of managing others, demonstrate experience of ensuring
and maintaining quality for a wide range of management activities, and operational
experience of working in a Probation setting.
Technical
NVQ Level 4 or equivalent in a relevant subject (or appropriate practical experience).
requirements
Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e. Lotus Notes).
Ability
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
(Unsocial Hours)
Allowances
NPS-JES-0018_Band 4 Divisional Support Hub Manager_v2.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8.
NVQ Level 4 or equivalent in a relevant
Experience providing a wide range
Working Together
subject (or appropriate practical
of business support services
experience)
IT Skills; Microsoft: Word, Excel,
Outlook, and
Leadership
Experience of managing others
PowerPoint (or equivalent i.e. Lotus
Notes)
Experience of ensuring and
Managing a Quality Service
maintaining quality for a wide
range of management activities
Operational experience of working
Delivering at Pace
in a Probation setting
Making Effective Decisions
Changing and Improving
NPS-JES-0018_Band 4 Divisional Support Hub Manager_v2.0