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Business Management & Improvement

NSD Corporate Support Hub Manager – 61957
£30,208 – £37,174
Croydon

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We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

This is an exciting opportunity to join the Probation Services National Security Division (NSD) as Hub Manager. The NSD is made up of 6 operational units actross England and Wales. The NSD’s corporate support hub supports the division with all back office functions ensuring policy and standard procedures are followed at all times. The hub manager will be responsible for leading this function and developing new processes where required as well as closely monitoring existing processes to optimise performance and continuous improvement..

Overview of the job

This is a Divisional HQ first line management role reporting to the Divisional Business Manager. Leading and managing a team of business administrators to deliver business specific and transactional office based activities to support the work of the PS 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 PS 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 PS Divisional 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 PS Division, which will include:

 HR

  • Absence management (contact point)
  • Vetting (SPOC)
  • Appraisal, reward and recognition (registers)
  • Gift & hospitality register
  • Training administration (registers)
  • Organisational charts (Divisional)
  • Health & Safety (Divisional)

ICT

  • Change requests
  • Information management (Divisional) using established probation systems
  • Quantum point of contact

Procurement

  • I-Proc (requests/approvals)

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 meetings 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.

Behaviours

  • Working Together
  • Leadership
  • Managing a Quality Service
  • Delivering at Pace
  • Making Effective Decisions
  • Changing and Improving

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 requirements

 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)

Salary

£30,208 - £37,174

Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.  

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ’s 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 are 37 hours per week excluding breaks which are unpaid. 

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service, plus public holidays. Leave for part-time and job share posts will be calculated on a pro-rata basis

Pension

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.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

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.

Eligibility

All candidates are subject to security and identity checks prior to taking up post

Support

  • 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 moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on UKor Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

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. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.