Business Management & Improvement
Corporate Hub Manager – 44675
£30,208 - £37,174
We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. To find out more about how we champion diversity and inclusion in the workplace, visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity
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.
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, Activities & Duties
The job holder will be required to carry out the following responsibilities, activities and duties:
Business Services support
- Manage a team providing the full set of business support services to the NPS Division, which will include:
- Absence management (contact point)
- Vetting (SPOC)
- Appraisal, reward and recognition (registers)
- Gift & hospitality register
- Training administration (registers)
- Organisational charts (Divisional)
- Health & Safety (Divisional)
- Change requests
- Information management (Divisional) using established probation systems
- Quantum point of contact
- I-Proc (requests/approvals)
- 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
- 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 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 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.
- Working Together
- Managing a Quality Service
- Delivering at Pace
- Making Effective Decisions
- Changing and Improving
- 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.
- NVQ Level 4 or equivalent in a relevant subject (or appropriate practical experience). Microsoft: Word, Excel, Outlook, and PowerPoint (or equivalent i.e. Lotus Notes).
Can be based at any of the Regional offices listed but will be expected to travel to Preston HQ on a regular basis.
Working Arrangements & Further Information
Standard working hours are 37 hours per week excluding breaks which are unpaid.
The MoJ offers a range of benefits:
Annual leave is 25 days on appointment and will increase to 30 days after ten years’ service.
There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.
The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF). Please visit www.gmpf.org.uk for further information.
Please note: Any current Civil Servant who is a member of the PCSPS, by accepting an offer of employment to the National Probation Services will be opted out of the PCSPS and auto enrolled into the Local Government Pension Scheme.
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
- A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
- Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
- For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender.
All candidates are subject to security and identity checks prior to taking up post
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission’s recruitment principles.
The Civil Service embraces diversity and promotes equality of opportunity.
There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.