PS Job Description (JD)
PS Band 5
Directorate: Probation Service
Job Description: Head of Regional Probation Director’s
Private Office
Document Ref.
EOI PS JES Head of Regional Probation Director’s Private Office
Document Type
Management
Version
1.0
Classification
Official - Sensitive
Date of Issue
03/03/2022
Status
Baselined
Produced by
Head of Group
Authorised by
Reward Team
JD Evidence
EOI PS JES Head of Regional Probation Director’s Private Office
PS Job Description
Job Title
Head of Regional Probation Director’s Private Office
Directorate
Probation Service
Band
Band 5
Overview of the job
This role reports to the Regional Probation Director.
Supporting the RPD to ensure the effective delivery of probation services within the
region, provide assurance to the RPD of effective delivery and maintain a broad
understanding of issues and business across MoJ, acting as the link between the Region
and HQ.
They will be accountable for delivering effective coordination and business
management of the RPD’s private office. The post is based in the RPD’s Private Office
with line management responsibilities.
Summary
The postholder will need to be persuasive and influence others views positively, to deal
confidently and tactfully with other colleagues.
Judgement and decision making - including readiness to take a high level of
responsibility and the ability to exercise sound and sometimes rapid judgement based
on the evidence presented in a range of situations.
The ability to analyse stakeholder positions and formulate proposals and options for
consideration by the RPD, taking into account wider issues.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities & Duties
and duties:
• Coordinate activity in the RPDs private/regional office; ensuring efficient and
effective diary management, provision of documents and smooth running of
the private/regional office.
• Represent the RPD in non-operational matters with stakeholders,
correspondents, members of the public and others as determined by the
RPD
• Commission work on key regional objectives In live with the organisations
corporate plans working to challenging timescales and ensuring delivery on
time and to required quality standards. Commissioning will be to SMEs and
involve the RPD’s lead specialist operational responsibility as well as the day
to day operation of the region including Accredited Programmes and
Interventions; Acquisitive Crime; County Lines; Domestic Violence and
MARAC; Foreign National Offenders; Health; Performance & Quality; Young
Adults including Care Experienced.
• Receive correspondence, review, prepare briefings for the RPD and draft
responses. Ensuring the RPD is informed of matters where necessary and is
involved in decision-making at the appropriate time and level.
• Manage the RPD Office budget, with delegated authority to approve
expenditure up to approved limits within Financial Regulations.
• Line manage the RPD Office team, including diary manager, senior admin
officer and other staff who may be assigned to the office from time to time.
Additionally, to be the head of professional for PDU BMs across the region.
EOI PS JES Head of Regional Probation Director’s Private Office
• Maintain and grow good relationships and working contacts with the CPO’s
office, DG office and senior leaders across HMPPS and MoJ as well as MoJ
Press Office. Develop effective working relationships with relevant
Ministerial offices and local MPs, and other criminal justice agencies e.g.
office of the Chief Constable, Directors of Social Services etc. Be the point of
contact for centralised/HQ services.
• Manage all incoming e-mails/correspondence to the RPD and prioritise the
work accordingly. Responding direct where it is possible to do so without
reference to the RPD, including handling all incoming telephone calls and
enquiries to the RPD’s private office, responding direct where possible and
ensuring effective resolution in order to maintain organisational reputation.
• Prepare RPD bi-lats with the CPO and visit reports in preparation for
meetings with Heads of PDU, ensuring any actions are carried out.
• Support the updating of Regional Corporate risk reports and review of high-
risk recommendations, and maintaining implementation plans across the
Region, progress chasing as appropriate. Undertake ad-hoc projects and
investigations on behalf of RPD.
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
• Making Effective Decisions
• Managing a Quality Service
• Leadership
• Communicating and Influencing
• Working Together
Strengths
N.B. The below are for guidance only. It is advised strengths are chosen locally,
recommended 4-8.
Essential Experience
• Experience of working at a managerial level in a complex environment is
required.
• Experience of stakeholder engagement at various levels is essential.
• The postholder will need to be persuasive and influence others views
positively, to deal confidently and tactfully with other colleagues. Judgement
and decision making - including readiness to take a high level of
responsibility and the ability to exercise sound and sometimes rapid
judgement based on the evidence presented in a range of situations.
• Experienced organiser, coordinating, preparing briefs & correspondence;
gatekeeping/protecting and taking the pressure away from the RPD.
• Typically, this individual will have worked in a private office as an assistant,
with a developed understanding of the workings of civil service protocols
• Experience of dealing with correspondence, dealing with ministers, MPS,
senior leaders in complex high volume/busy environments.
Technical
• level 5 or equivalent qualification .
requirements
EOI PS JES Head of Regional Probation Director’s Private Office
Ability
• High level IT and Business Management skills.
• The ability to analyse stakeholder positions and formulate proposals and
options for consideration by the RPD, taking into account wider issues.
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
EOI PS JES Head of Regional Probation Director’s Private Office
Success Profile
Behaviours
Strengths
Ability
Experience
Technical
Making Effective Decisions
Choose an item.
Experience of working at a managerial
Have a level 5 or equivalent
High level IT and Business
level in a complex environment is
qualification or willing to work
Management skills.
required.
towards
Managing a Quality Service Choose an item.
The ability to analyse
stakeholder positions and
formulate proposals and
Experience of stakeholder engagement
options for consideration
at various levels is essential.
by the RPD, taking into
account wider issues.
Leadership
Choose an item.
The postholder will need to be
persuasive and influence others views
positively, to deal confidently and
tactfully with other colleagues.
Judgement and decision making -
including readiness to take a high level
of responsibility and the ability to
exercise sound and sometimes rapid
judgement based on the evidence
presented in a range of situations.
Communicating and
Choose an item.
Experienced organiser, coordinating,
Influencing
preparing briefs & correspondence;
gatekeeping/protecting and taking the
pressure away from the RPD.
Working Together
Choose an item.
Typically, this individual will have
worked in a private office as an
assistant, with a developed
understanding of the workings of civil
service protocols
Choose an item.
Choose an item.
Experience
of
dealing
with
correspondence,
dealing
with
ministers, MPS, senior leaders in
complex
high
volume/busy
environments.
EOI PS JES Head of Regional Probation Director’s Private Office