HQ Job Description (JD)
Band 5
Group Family: Generic -Administration
Job Description: Administration Manager
Document Ref.
HQ-JES -2139 Generic - Administration Manager v2.0
Document Type
Management
Version
2.0
Classification
Official
Date of Issue
17/07/19
Status
Baselined
Produced by
Head of Group
Authorised by
Reward Team
JD Evidence
HQ-JES -2139 Generic - Administration Manager v2.0
HQ Job Description
Job Title
Administration Manager
Directorate
Generic - Administration
Band
5
Overview of the job
The post holder will manage the administrative processes, overseeing the
management of business processes ensuring data integrity, adhering to financial
principles, policy and procedures.
The role is responsible for managing the delivery of specialist administration systems
that support the work of the Unit.
The role will require line management responsibilities of a small team.
Summary
The post holder will manage a small team which will provide professional and efficient
secretarial, administrative, organisational and information management support.
The post holder will be responsible for development and maintenance of
comprehensive administrative processes.
The post holder will manage the process for initial point of contact for queries and
requests. They will monitor responses to requests for information and data, ensuring
they comply with MOJ and HMPPS information sharing protocols and government
legislative requirements.
The post holder also undertakes a variety of specific activities and duties, for which
they are held personally accountable, commensurate with their grade.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities & Duties
and duties:
? Responsible for the creation, implementation and maintenance of all
specialist administrative services, processes and systems that underpin the
delivery of business objectives
? Responsible for compiling first draft replies to Ministerial and non-ministerial
correspondence.
? Manage a team of administrative staff where required, including line
management and supervisory responsibilities
? Manage resources to deliver the activities within their area of responsibility
and contribute to the short to medium term business planning process
? Provide monthly information reports/data, with an emphasis to check it’s
accuracy and to track and explain/rectify any variances/errors and in a user
friendly way
? Support in the coordination of documents and stakeholder input
? Provide assistance to ensure directorate is compliant with procedures
? Provide support for any ad hoc work requested by groups. This can vary in
terms of volume of work and complexity, ranging from distribution of
information to helping to organise large scale events/workshops
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
alterations 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.
HQ-JES -2139 Generic - Administration Manager v2.0
Behaviours
? Changing and Improving
? Working Together
? Managing a Quality Service
? Delivering at Pace
? Leadership
? Communicating and Influencing
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Essential Experience
N.B. Converting job descriptions to the new Success Profile format means areas
captured in experience could also be assessed as a strength. Vacancy managers
should use their own judgement to decide where best to assess these.
Good communication skills and the ability to communicate at all levels of the
organisation
Technical
Good working knowledge of Microsoft word, excel
requirements
Ability
Minimum Eligibility
? All candidates are subject to security and identity checks prior to taking up
post.
? All external candidates are subject to 6 months’ probation. Internal
candidates are subject to probation if they have not already served a
probationary period within HMPPS.
? All staff are required to declare whether they are a member of a group or
organisation which HMPPS consider to be racist.
Hours of Work
(Unsocial Hours)
Allowances
HQ-JES -2139 Generic - Administration Manager v2.0
Success Profile
Experience
N.B. Converting job descriptions to
the new Success Profile format
Behaviours
Strengths
Ability
means areas captured in
Technical
experience could also be assessed
as a strength. Vacancy managers
should use their own judgement to
decide where best to assess these
It is advised strengths are
Good communication skills and the
Good working knowledge of Microsoft
Changing and Improving
chosen locally, recommended
ability to communicate at all levels
word, excel
4-8
of the organisation
Working Together
Managing a Quality Service
Delivering at Pace
Leadership
Communicating and Influencing
HQ-JES -2139 Generic - Administration Manager v2.0