Administration Officer

Overview

This is a coordination and senior administrative role in the Divisional office and in Function/Cluster local offices. The holder supports the work of the Divisional and operational teams, acting as an interface between the Hub Manager, Business Manager and other partners. The role reports to the Hub Manager in Divisional offices and to the Business Manager in Function or Cluster offices, and has line‑management responsibilities for Administrative Assistants, Case Administrators and other administrative staff.

• Develop and implement business administration systems, databases and recording systems to support operational probation delivery.
• Prepare and collate documentation for divisional, functional or cluster business activity and operational probation delivery.
• Maintain and support divisional, functional or cluster registers such as Serious Further Offences, Freedom of Information, Accidents and Complaints; input data, monitor agreed probation processes and ensure timely completion.
• 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 within agreed procurement arrangements.
• Attend meetings and events to represent the Business Manager as agreed.
• Ensure timely reporting of building repairs, defects and security issues to facilities contractors and track progress to satisfactory conclusion.
• Undertake health and safety risk assessments, fire drills and ergonomic assessments; report issues locally and to the Divisional HS&F Manager; maintain registers and coordinate training.
• Act as Cardinus Assessor, First Aider and Fire Warden; ensure sufficient staffing to fulfil these roles.
• Provide effective management and leadership to the team, managing staff development, performance, attendance, health and safety, employee relations and diversity matters.
• 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, using appropriate skills and approaches.
• Contribute to training and development events as a trainer.
• Manage own resources and take responsibility for own professional development.
• Use information to reach critical decisions and refine processes.
• Act as Knowledge and Information Liaison Officer, offering advice and guidance to OMs and working with the Data Access Compliance Unit.
• Act as Record Retrieval Requestor in line with divisional, function or cluster arrangements.

• NVQ Level 2 or equivalent; GCSE Grade A‑C in English and Maths (or equivalent).
• Previous administration experience, with a record of providing a wide range of management support activities.
• Evidence of supporting colleagues in delivering a quality service.
• IT skills:
  Microsoft Word, Excel, Outlook and PowerPoint (or equivalent).
• Demonstrated ability to communicate and influence, develop self and others, make effective decisions and provide leadership.

• The post may be based in either the Colwyn Bay or Caernarfon office and requires regular travel between the two locations, with approximately 50% of working time spent across both sites.
• Applicants must be confident in spoken English (or Welsh where specified for Wales).
• Applicants must meet national employment and security clearance requirements.

• Annual leave 25 days on appointment, increasing to 30 days after five years’ service (pro‑rata for part‑time or job‑share posts).
• Pension through the Local Government Pension Scheme (LGPS) run by the Greater Manchester Pension Fund.
• Extensive training and development opportunities through the Ministry of Justice.
• Opportunity to join employee‑run networks that support minority ethnic groups, people with disabilities, caring responsibilities, women and LGBT+ staff.
• Family‑friendly policies, including reduced working hours and job sharing where suitable.
• Access to voluntary benefits, retail vouchers and discounts on a range of goods and services.
• Paid paternity, adoption and maternity leave.