Office Manager - Basingstoke, Hampshire, United Kingdom - Ministry of Justice

Description

Senior Administrative Officer - Integrated Offender Management (IOM) (Fixed Term)
Building/Site MILTON KEYNES MAGISTRATES MILTON KEYNES, MK9 2AJ, NMS Fareham Civic Offices, PO16 7AZ, NPS 2A WYNNE JONES CENTRE AYLESBURY, HP21 7RL, NPS EASTON COURT HIGH WYCOMBE, HP11 2EL, NPS GREYFRIARS HOUSE READING, RG1 1PE, NPS HEAD OFFICE OXON BICESTER, OX26 2QD, NPS JAMES GLASHIER HOUSE BRACKNELL, RG12 1BP, NPS MACMILLAN HOUSE OXFORD, OX1 1BN, NPS PORTSMOUTH PROBATION OFFICE PORTSMOUTH, PO1 2BD, NPS REVELSTOKE HOUSE SLOUGH, SL1 2HF, NPS ST CLEMENTS HOUSE BASINGSTOKE, RG21 7SB, NPS THE COURT HOUSE HAVANT, PO9 2AL, NPS TOWN QUAY HOUSE SOUTHAMPTON, SO14 2PT
Post Type Fixed Term , Loan
Working Pattern Full Time, Part Time, Part Time/Job Share, Flexible Working, Other
Role Type Administration / Corporate Support
Integrated Offender Management (IOM) Senior Administrative Officer is a fixed term role until March 2025. With potential to be made permanent.

The IOM Senior Administrative Officer (SAO) will form part of the central IOM Refresh team, however, will be based within the IOM team South Central.

The role of the IOM SAO will be to co-ordinate local IOM arrangements in accordance with the IOM Neighbourhood Crime Strategy 2020 and the wider offender management partnership framework.

The successful candidate will be critical in ensuring both probation and police data systems are updated and support the Senior Probation Officer and Police Sergeants with the co-ordination of various IOM multi-agency meetings.

The IOM SAO will be critical in driving up performance within their IOM scheme. If you are an internal candidate, please seek line management permission before making an application.
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

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
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.
• Monitor Travel Warrants, Bus passes, cheque book requests and assist with Purchase Orders where required, and within the agreed procurement arrangements
• 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.
• Undertake and co-ordinate health and safety risk assessments, fire drills and ergonomic assessments at the relevant sites, or ensure they are undertaken. 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.

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. Contribute to relevant training and development events as a trainer
• Contribute to the management of the Division/Cluster/Function

Enhance your own performance

• Manage own resources and take responsibility for own professional development

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.
• 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. An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh

Managing a Quality Service

• 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.

NVQ Level 2 or equivalent

• GCSE Grade A-C in English and Maths (or equivalent)

Microsoft:
Word, Excel, Outlook, and PowerPoint (or

• Lotus Notes)

Hours of Work (Unsocial Hours) Allowances
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.

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.

Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs.

All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS' Flexible Working policy.

Annual Leave

A nnual 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).

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.

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. Paid paternity, adoption and maternity leave.
Free annual sight tests for employees who use computer screens.
Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order
To Shared Service Connected Ltd Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting- );
To Ministry of Justice Resourcing team (resourcing-management-.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.

If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.

For more information on applying for a role as a candidate with a disability or long-term condition, please see our Disability Confident Scheme Frequently Asked Questions webpage.

We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging.

This flexible approach to recruitment focuses more on finding the right candidate for the specific role.

We have provided detail of the assessment stages and areas being assessed to help you prepare for completing your application form, and to advise of what will be assessed following this, if you successfully pass the application stage.

Managing a Quality Service - 250 word limit
Use of Artificial Intelligence (AI)

Please note that plagiarism can include presenting the ideas and experiences of others, or generated by artificial intelligence, as your own.

Managing a Quality Service

The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

Candidate's will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.
Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
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