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Administration Manager

Posted: 7 Nov 2019 Closes: 24 Nov 2019
North East £23,738 - £27,636
Permanent & Full-time defra/20191107175339

This position is based at Neville House, Central Riverside, North Shields and Newchase Court, Scarborough


The Marine Management Organisation (MMO) is an executive non-departmental public body of the Department for Environment, Food and Rural Affairs.

MMO license and regulate marine activities in the seas around England and Wales to ensure they are carried out in a sustainable way.

We are responsible for:
• managing and monitoring fishing fleet sizes and quotas for catches;
• ensuring compliance with fisheries regulations, such as fishing vessel licences and quotas for fish and seafood;
• managing funding programmes for fisheries activities;
• planning and licensing for marine construction, deposits and dredging that may have an environmental, economic or social impact;
• making marine nature conservation byelaws;
• dealing with marine pollution emergencies, including oil spills;
• helping to prevent illegal, unregulated and unreported fishing worldwide;
• producing marine plans to include all marine activities, including those we don’t directly regulate.
More information about our work is on the Gov.uk website.
The Marine Management Organisation is committed to its staff and strongly believes in investing in their wellbeing and learning and development.
We strive to be an organisation that creates an environment in which staff are able to identify and share good practice, celebrate success and encourage positive attitudes towards diversity.

Job description

This post is part of a dynamic, fast paced and busy team. The Admin Manager’s role is to provide management and support to the central Admin Function within the MMO.

This post will be primarily focussing on the Northern admin team members across the North Shields, Scarborough, Preston, Whitehaven and Beverley offices. The role has line management to a number of admin officers within these offices.

The successful candidate will work together with the Senior Admin Manger and three other Admin Managers to ensure business continuity and working as one Admin Function for the business.

Management of Team
• Manage the admin function for area of responsibility (AOR) ensuring that all required deadlines are met.
• Visit offices in AOR offices at least every two months.
• Line manage admin staff in the Northern Team.
• Build and maintain resilience for the administrative functions.
• Chair admin meetings to discuss any issues, monitor workloads and feed up any major issues.

Data Entry
• Act as a point of contact for all Proteus issues, working with the Model Office, Cefas and other Marine Area contacts to resolve.
• Provide updates to Senior Admin Manager on a regular basis on outstanding data entry and raise any issues that may be having an impact on progress.
• Oversee all admin staff to ensure that they accurately carry out and prioritise their tasks.
• Build resilience to cope with backlogs within the area and possibly other teams.

Reporting and Organising
• Chair Admin meetings/dial ins, feed in area specific issues/suggestions and keep admin staff updated on progress.
• Carry out dip tests on the system and run regular reports on the system to identify arising issues.
• Report on data entry figures weekly.

Budget Management and Purchasing
• Check validity of invoices and refer them for payment within 3 working days of receipt.

Vessel Licensing
• Sign licences/entitlements, ensuring that the process has been carried out correctly.
• Carry out licence transactions as and when necessary
• Keep up to date with DEFRA consultations/decisions that affect licensing work.
• Monitor workload of vessel licensing staff within the AOR, ensuring all licenses are issued within 5 working days.
• Dip test licence transations to ensure correct procedures are being carried out.

General Administration of Northern Marine Area
• Maintain the SharePoint sites as well and local distribution lists.
• Address estates/Interserve issues for Northern area within 24 hours of notification of an issue where possible.
• Oversee the order of stationery/equipment for the Northern area.
• Stand in for to cover other Admin Managers when required.

Responsibilities

Please refer to Job Description

Benefits

Benefits

• Learning and development tailored to your role
• An environment with flexible working options
• A culture encouraging inclusion and diversity
• A Civil Service pension

Things you need to know

Security

Successful candidates must pass a disclosure and barring security check.

Selection process details

Please refer to Job Description

Feedback will only be provided if you attend an interview or assessment.

Nationality requirements

Open to UK, Commonwealth and European Economic Area (EEA) and certain non EEA nationals. Further information on whether you are able to apply is available here.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles.

The Civil Service embraces diversity and promotes equality of opportunity. There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.

Department for Environment, Food, and Rural Affairs

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