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Hub Manager for Executive Director North PSP Office – 38136
£27,697 - £31,176
Leyland

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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

  • Manage the transactional activity associated with human resource processes, work force planning and attendance management. This includes ensuring the relevant paperwork is complete, checked, systems updated and ready for onward transmission where applicable
  • Act as a Local Information Manager (LIM) for the Executive Director North PSP

Overview of the job

The post holder will manage the administrative processes within the Hub, overseeing the management of business processes ensuring data integrity, adhering to financial principles, policy and procedures. They will provide accurate and reliable business management information to support performance measures within the Directorate.

Summary

The purpose of this role is to lead and manage the Hub service provision to the Directorate in order to support them and their staff to deliver an efficient and effective service.

In addition to providing generalist support to the Directorate, the post holder is responsible for managing the provision of specific administration hub services, ensuring allocation of work appropriately and taking into consideration current workload, skills and knowledge of individual team members.

The post holder also undertakes a variety of specific activities and duties, for which they are held personally accountable, commensurate with their grade.

Responsibilities, Activities & Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

  • Manage the activity associated with the Directorate Admin Hub and the administrative staff within this area. Ensure the hub meets its requirements to provide a fully centralised administrative service to all of the groups within the Directorate.
  • Manage the day to day activity and responsibilities of the Hub, ensuring that deadlines are met and work is completed accurately and assigned fairly, to include the management of the Directotrates’s functional mailbox. The role includes ensuring that paperwork is complete, checked and ready for dissemination.
  • Leadership, line management and development of team of staff and ensure all performance, sickness, training and other duties are transacted accordingly.
  • Act as main contact point for all communications to the team. Prioritise and distribute communications to the appropriate person or relevant department.
  • Oversee the receipting and logging of requests for Ministerial Briefings, responses to Parliamentary Questions (PQs) and Freedom of Information (FOI) Act requests, Treat Officials and Health Ombudsman cases, ensuring they have been returned on time.
  • Complete monitoring returns for area of work.
  • Prepare paperwork for checking by manager, conducting initial checks as required.
  • Assist and develop local policy, procedures and practice and ensure appropriate consistency of application.
  • Attend relevant meetings as and when required and provide feedback on good practice examples, to promote awareness for better and more efficient ways of working.
  • Analyse and act on data collected by the Hub and produce any relevant reports to show findings.
  • Ensure that data entered into local and national systems is accurate and in accordance with agreed timescales and the Data Protection Act.          
  • Manage the process for I-Procurement and CRS requisitioner.   Act as main Directorate Administrator for Government Procurement Card (GPC).    
  • Monitor the Absence Contact Point reporting for the directorate and ensure procedures are adhered to and all absences are recorded accurately and in a timely manner.

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.

Behaviours

  • Changing and Improving
  • Making Effective Decisions
  • Communicating and Influencing
  • Working Together
  • Managing a Quality Service
  • Leadership
  • Developing Self and Others

Essential Experience

  • Strong attention to detail and accuracy of work.
  • Well organised, with an ability to carry out numerous tasks to tight deadlines

Technical requirements

  • Expert user of Microsoft Office suite, particularly Excel, PowerPoint and Word

Additional Information

Please note this role will be based in the Executive Director Norths’s Office.

The location is Leyland, PR26 8LT. (Opposite Wymott Conference Centre)

Interviews will take place face to face or via Microsoft Teams.

Working Arrangements & Further Information

Some of MoJ’s, including HMPPS, terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on ‘modernised’ terms in their current post or onto ‘unmodernised’ MoJ terms if they are on ‘unmodernised’ terms at their current post. Details will be available if an offer is made.

Standard working hours for this post are 37 hours per week excluding breaks which are unpaid.

If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.

The Loan/Secondment is subject to the approval of the selected candidate’s Business Unit, which should be obtained before confirmation of appointment.

Benefits

Annual Leave

-The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.

Bank, Public and Privilege Holidays

You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment

Pension

-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.

Work Life Balance

-HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ

Season Ticket Advance

-After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work

Childcare Vouchers

For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers

Training

-HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes

-There are opportunities to access promotion programmes and HMPPS provide a variety of training appropriate to individual posts

-All staff receive security and diversity training and an individual induction programme into their new roles

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 considers to be racist

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.