NPS Job Description (JD)
NPS Band 3
Directorate: National Probation Service
Job Description: Senior Admin Officer
Document Ref.
NPS-JES-0047_Pay Band 3 Senior Administrative Officer _v4.0
Document Type
Management
Version
4.0
Classification
Unclassified
Date of Issue
04/07/19
Status
Baselined
Produced by
Head of Group
Authorised by
Reward Team
JD Evidence
NPS-JES-0047_Pay Band 3 Senior Administrative Officer _v4.0
NPS Job Description
Job Title
Senior Administrative Officer
Directorate
National Probation Service
Band
3
Overview of the job
This is a co-ordination and senior administrative role in the Divisional office, Function /
Cluster local offices.
The jobholder will provide corporate support office-based activities to support the
work of the Divisional and operational teams.
The jobholder acts as an interface between the Hub Manager, Business Manager and
colleagues and other partners on a wide range of issues.
The job holder will report to the Hub Manager in Divisional offices and Business
Manager in Function or Cluster offices and will have line management responsibilities
for Administrative Assistants, Case Administrators and other administrative staff
Summary
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.
The jobholder will support the Business Manager to ensure effective compliance with
Health, Safety and Fire Regulations, acting as Single Point of Contact / Estates Liaison
Officer for the buildings from which they operate.
In line with NPS policies and procedures, the job holder 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
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities and
Activities & Duties
duties:
Management Support
•
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
Health, Safety & Fire
•
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.
NPS-JES-0047_Pay Band 3 Senior Administrative Officer _v4.0
•
Undertake and co-ordinate health and safety risk assessments, fire drills and
ergonomic assessments at the relevant sites, or ensure they are undertaken.
Reporting 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 issues arising from incidents and DSE Assessments,
or ensure that there are sufficient people able to undertake these roles at
the relevant sites.
Effectively Manage and Develop staff
•
To provide effective management and leadership to the team
•
To 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
Use communication effectively
•
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
Enhance your own performance
•
Manage own resources and take responsibility for own professional
development
Use information to take critical decisions
•
Liaise with staff to receive, collate and analyse information, developing
systems and compiling reports as necessary . Using data to identify trends
and taking 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.
•
To 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. Acting 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
•
To work within the aims and values of NPS and HMPPS
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
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.
An ability to fulfil all spoken aspects of the role with confidence through the medium
of English or (where specified in Wales) Welsh
Behaviours
? Changing and Improving
? Making Effective Decisions
? Delivering at Pace
? Managing a Quality Service
? Developing Self and Others
NPS-JES-0047_Pay Band 3 Senior Administrative Officer _v4.0
Strengths
It is advised strengths are chosen locally, recommended 4-8
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
? NVQ Level 2 or equivalent
requirements
? GCSE Grade A-C in English and Maths (or equivalent)
? IT Skills; 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
37
(Unsocial Hours)
Allowances
NPS-JES-0047_Pay Band 3 Senior Administrative Officer _v4.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8
Demonstrate previous
administration experience, and
Changing and Improving
experience of providing a wide
NVQ Level 2 or equivalent
range of management support
activities
Evidence of providing support and
GCSE Grade A-C in English and
Making Effective Decisions
assistance to colleagues in
Maths (or equivalent)
delivering a quality service.
IT Skills; Microsoft: Word, Excel,
Delivering at Pace
Outlook, and PowerPoint (or equivalent
i.e. Lotus Notes)
Managing a Quality Service
Developing Self and Others
NPS-JES-0047_Pay Band 3 Senior Administrative Officer _v4.0