Senior Administrative Officer

Description:

The HM Prison and Probation Service (HMPPS) is seeking a proactive and detail-oriented Senior Administrative Officer to join the Regional Learning Team for the East of England. This pivotal position is responsible for providing senior-level administrative and business support to divisional and operational teams within the National Probation Service (NPS).

The successful candidate will act as a central coordination point between the Hub Manager, Business Manager, and other key stakeholders, ensuring efficient communication, data management, and administrative workflow across multiple offices in the region. The role also includes line management responsibilities for administrative staff and a critical function in maintaining compliance with health, safety, and fire regulations across designated sites.

Key Responsibilities

1. Management and Administrative Support

• Develop and implement business administration systems, databases, and recording mechanisms to support effective probation service delivery.

• Prepare, collate, and distribute documentation, reports, and correspondence for internal and external use.

• Maintain key registers, including Serious Further Offences (SFOs), Freedom of Information requests, accidents, and complaints, ensuring accurate data entry and timely completion.

• Collect, monitor, and maintain financial records, including Imprest accounts, travel warrants, and purchase orders in line with procurement policies.

• Serve as the Vetting Contact Point for the division or function.

• Represent the Business Manager or Hub Manager in internal and external meetings as required.

2. Health, Safety, and Fire Management

• Act as the Single Point of Contact / Estates Liaison Officer, ensuring compliance with all Health, Safety, and Fire Regulations.

• Report and track building-related issues such as maintenance, repairs, and security.

• Conduct or coordinate health and safety risk assessments, fire drills, and ergonomic assessments for assigned sites.

• Maintain safety registers, coordinate staff training, and act as Fire Warden, First Aider, or Cardinus Assessor.

• Liaise with the Divisional Health, Safety & Fire Manager to address incidents and ensure regulatory compliance.

3. Staff Management and Development

• Provide effective leadership, supervision, and performance management to administrative staff, case administrators, and assistants.

• Manage staff development, attendance, diversity, and performance issues fairly and consistently.

• Support recruitment, induction, and training of new administrative staff.

• Deliver or facilitate internal training sessions relevant to administrative operations and compliance.

4. Communication and Coordination

• Write and prepare formal reports supporting divisional operations.

• Facilitate smooth communication across departments, using effective interpersonal and written communication skills.

• Represent the Division or Cluster in meetings and maintain positive stakeholder relationships.

5. Data and Information Management

• Collate, analyse, and interpret data to identify trends, inform decisions, and improve performance outcomes.

• Act as the Knowledge and Information Liaison Officer, guiding staff on data access, confidentiality, and compliance with the Data Protection Act and Information Security Policies.

• Ensure the confidentiality and security of sensitive information in both electronic and paper formats.

• Deploy team resources efficiently to ensure value for money and operational efficiency.

6. Personal and Professional Development

• Manage personal workload and deadlines effectively.

• Take responsibility for professional development and remain updated on administrative best practices and public sector policies.

• Uphold and model HMPPS’s values, promoting professionalism, fairness, and respect in all interactions.

Person Specification

Essential Skills and Competencies:

• Proven experience in administrative or management roles, ideally within a public service or government setting.

• Excellent organizational and time management skills with attention to detail.

• Strong communication and report-writing abilities.

• Proficiency in office software (Word, Excel, Outlook, databases).

• Ability to manage staff and delegate tasks effectively.

• Understanding of health and safety, data protection, and equality legislation.

• Professional discretion in handling sensitive information.

Behaviours Assessed:

• Delivering at Pace

• Managing a Quality Service

• Making Effective Decisions

• Changing and Improving

Benefits

• Competitive Civil Service salary package.

• Civil Service pension with an employer contribution of 28.97%.

• Generous annual leave and public holidays.

• Flexible working options (subject to operational requirements).

• Supportive working environment promoting inclusion, diversity, and well-being.

• Professional learning and development opportunities.

• Access to Season Ticket Advance and other benefits.

Eligibility and Security

• Open to UK nationals, Republic of Ireland nationals, and eligible Commonwealth or EEA nationals with right to work in the UK.

• Appointment subject to criminal record checks and Baseline Personnel Security Standard (BPSS) clearance.

• Commitment to the Civil Service Code of Conduct and Recruitment Principles.