Senior Administrative Officer Bristol

PDU Bristol and South Gloucestershire (2021)

Post Type:
Permanent

Other, Number of jobs available: 1, Reserve List: 12 Months, Job

This is a coordination 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 purpose of the role is to ensure efficient and effective business support and operational administrative services are provided to the Division, Function or Cluster. The role also supports Health, Safety and Fire Regulations compliance, acts as Single Point of Contact / Estates Liaison Officer for the buildings from which they operate. The post holder must demonstrate a commitment to equality and inclusion and adhere to all policies regarding sensitive/confidential information.

• Develop and implement business administration systems, databases and recording systems to support operational probation delivery.
• Prepare and collate a range of documentation for a variety of purposes to support effective divisional, functional or cluster business activity and operational probation delivery.
• Maintain (or support 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.
• Collect and distribute monies to/from Imprest, and maintain related records.
• Act as Vetting Contact Point for the relevant division, function or cluster.
• Monitor Travel Warrants, Bus passes, cheque book requests and assist with Purchase Orders where required, within the agreed procurement arrangements.
• Attend meetings and events to represent the relevant Business Manager as required, and support Health, Safety & Fire meetings.
• Ensure timely reporting of problems, including repairs, defects and security issues with the building(s) to facilities contractors, maintaining progress to satisfactory conclusions and ensuring equipment is in good working order.
• Undertake and coordinate health and safety risk assessments, fire drills and ergonomic assessments at the relevant sites, reporting issues locally and to the Divisional HS&F Manager, 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, ensuring sufficient people can undertake these roles at the relevant sites.

• Provide effective management and leadership to the team.
• Proactively manage staff development, attendance, health and safety, employee relations and diversity matters, adopting a consistent, fair and objective stance when making decisions.
• Contribute to relevant training and development events as a trainer.
• Support recruitment activity for relevant posts within the cluster/division.

• Write reports to support the effective operation of the Division/Cluster/Function.
• Participate in meetings where appropriate, using appropriate skills, styles and approaches.
• Contribute to the management of the Division/Cluster/Function.

• Manage own resources and take responsibility for own professional development.

• Liaise with staff to receive, collate and analyse information, developing systems and compiling reports as necessary, using data to identify trends and taking appropriate action.
• Ensure that all reasonable precautions are taken toward the maintenance, security and confidentiality of written and…