IOM Senior Administrative Officer

General Information

Salary
£28,064 \- £33,549
Working Pattern
Full Time
Vacancy Approach
External
Location
Cardiff
Region
Wales
Closing Date
09\-Jun\-2026
Business Unit
NPS HQ Support (Programme) (2021\)
Post Type
Permanent
Civil Service Grade
Other
Number of jobs available
1
Reserve List
12 Months
Job ID
18001

Descriptions \& requirements

Job description
Overview of the job:

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

Summary:

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 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 ad to all policies in respect of the sensitive/confidential nature of the information handled whilst working in this position

Responsibilities, Activities \& Duties:

The job holder will be required to carry out the following responsibilities, activities and duties:

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.


• 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 w* required, and within the agreed procurement arrangements

• Attend meetings and events to represent the relevant Business Manager as agreed from time to time

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. 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, or ensure that t* are sufficient people able to undertake these roles at the relevant sites.

Effectively Manage and Develop staff

• 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. Adopt a consistent, fair and objective standpoint when making decisions in relation to individual staff issues


• Contribute to relevant training and development events as a trainer


• Support recruitment activity for relevant posts within the cluster/division

Use communication effectively

• Write reports to support the effective operation of the Division/Cluster/Function

Participate in meetings w* appropriate, using appropriate skills, styles and approaches

• Contribute to the management of the Division/Cluster/Function

Enhance your own performance

• Manage own resources and take responsibility for own professional development

Use information to take critical decisions

• 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 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.


• To ensure that all team resources, , are deployed cost effectively and provide best value


• 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. Acting as Record Retrieval Requestor in line with divisional, function or cluster arrangements.


• Demonstrate pro\-social modelling skills by consistently reinforcing pro\-social behaviour and attitudes and challenging anti\-social behaviour and attitudes


• To work within the aims and values of NPS and HMPPS

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 alternations 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.

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

Additional Information
The IOM SAO supports the delivery of Integrated Offender Management by providing administrative and coordination support across multi\-agency partners. The role focuses on maintaining accurate records, supporting meetings, and ensuring effective information sharing to help manage risk, reduce reoffending, and improve community outcomes.

Please note that all salaries are as advertised and are non\-negotiable, for new starters joining the service you will commence at the bottom of the scale. If you have any concerns regarding the salary range, please ensure these are raised during the interview process.

HMPPS in Wales:

Preventing victims by changing lives

HMPPS in Wales works in an integrated way to keep communities in Wales safer and to give the people we work with the opportunity to change their lives. We commission and provide offender management services in the community and in custody to deliver the orders of the courts and support rehabilitation. Our aim is to deliver outstanding, seamless offender management services in Wales that protect the public, reduce reoffending, deliver value for money and support our partners.

The Welsh Language Scheme

Welsh Language skills for this post are desirable.

HMPPS yng Nghymru:

Atal pobl rhag dod yn ddioddefwyr trwy newid bywydau

Mae HMPPS yng Nghymru yn gweithio mewn ffordd integredig i gadw cymunedau yng Nghymru yn fwy diogel, a rhoi cyfle i’r pobol rydym yn gweithio â hwy i newid eu bywydau. Rydym yn comisiynu a darparu gwasanaethau rheoli troseddwyr yn y gymuned a’r carchar i weithredu gorchmynion y llysoedd a chefnogi adsefydlu. Ein nod yw darparu gwasanaethau rheoli troseddwyr ardderchog ac esmwyth yng Nghymru sy’n gwarchod y cyhoedd, lleihau aildroseddu, cynnig gwerth am arian a chefnogi ein partneriaid.

Y Cynllun Iaith Gymraeg

Mae sgiliau iaith Gymraeg yn ddymunol ar gyfer y swydd hon.

Would you like the opportunity to be part of a culture that impacts changing lives? At HMPPS Wales, we can offer you the opportunity to make a difference to wider society. You’ll experience job and personal satisfaction whilst also reaping the organisational rewards and benefits. From attractive holiday allowance, promotion opportunities, access to training, flexible working, generous maternity and employer contribution pension scheme. These are to list just a few, want to know more? Apply for that job now.

Hoffech chi’r cyfle i fod yn rhan o ddiwylliant sy’n helpu i newid bywydau? Yng Ngwasanaeth Carchardai a Phrawf Ei Mawrhydi Cymru, gallwn roi’r cyfle i chi wneud gwahaniaeth i gymdeithas yn ehangach. Bydd yn cynnig boddhad personol a boddhad mewn swydd, a gallwch hefyd elwa ar fanteision a buddion o fewn y sefydliad, megis lwfans gwyliau deniadol, cyfleoedd dyrchafiad, mynediad at hyfforddiant, trefniadau gweithio hyblyg, buddion mamolaeth a chyfraniadau pensiwn hael gan gyflogwr. Nid yw hon yn rhestr gynhwysfawr \- eisiau gwybod mwy? Gwnewch gais am y swydd nawr.

Working Arrangements \& Further Information

The MoJ offers Hybrid Working arrangements w 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. Arrangements will be discussed and agreed with the successful candidate(s) and subject to reg

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