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Business Management & Improvement

OPT Business Manager – 33966
£27,021 - £34,461
National

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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

Report to and provide support to the Operational Partnership Team Advisors in relation to Law Enforcement activity in prisons.

Contribute to OPT intranet articles taking an evidence based approach

Ensure the people finder is up-to-date with correct team members; keeping the mailing list for the unit up-to-date;

Ensure the OPT is providing content to the SOCT security updates and bulletins and working with OPT colleagues in evidence gathering for these

Contribute to the SOCT staff newsletter

Work with HMPPS Communications Team to monitor and evaluate the effectiveness of different communication approaches, continually looking for the most effective ways to reach different audiences.

Represent OPT at the SOCT Communication Working Group and action any priorities from these meetings.

Develop and maintain a network of key stakeholders across the business to raise the profile of OPT.

Overview of the job     

The post holder will manage the administrative processes, overseeing the management of business processes ensuring data integrity, adhering to financial principles, policy and procedures.

The role is responsible for managing the delivery of specialist administration systems that support the work of the Unit.

The role will require line management responsibilities of a small team.

Summary           

The post holder will manage a small team which will provide professional and efficient secretarial, administrative, organisational and information management support.

The post holder will be responsible for development and maintenance of comprehensive administrative processes.

The post holder will manage the process for initial point of contact for queries and requests. They will monitor responses to requests for information and data, ensuring they comply with MOJ and HMPPS information sharing protocols and government legislative requirements.

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:

  • Responsible for the creation, implementation and maintenance of all specialist administrative services, processes and systems that underpin the delivery of business objectives
  • Responsible for compiling first draft replies to Ministerial and non-ministerial correspondence.
  • Manage a team of administrative staff where required, including line management and supervisory responsibilities
  • Manage resources to deliver the activities within their area of responsibility and contribute to the short to medium term business planning process
  • Provide monthly information reports/data, with an emphasis to check its accuracy and to track and explain/rectify any variances/errors and in a user friendly way
  • Support in the coordination of documents and stakeholder input
  • Provide assistance to ensure directorate is compliant with procedures
  • Provide support for any ad hoc work requested by groups. This can vary in terms of volume of work and complexity, ranging from distribution of information to helping to organise large scale events/workshops

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
  • Working Together
  • Managing a Quality Service
  • Delivering at Pace
  • Leadership
  • Communicating and Influencing

Essential Experience     

Good communication skills and the ability to communicate at all levels of the organisation

Technical requirements              

Good working knowledge of Microsoft word, excel

Additional Information

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

Annual leave is 25 days on appointment and will increase to 30 days after five 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.

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.