41538 - Cluster Support Manager

£26,553 - £36,772 (Salary will depend on Location)
1
12 Months
South East
Brighton and Hove , Guildford , Lewes
Brighton County, BN2 0RF, Guildford County, GU1 4PS, LEWES COMBINED LEWES, BN7 1YB
HEO
C
Permanent
Full Time, Part Time/Job Share
Administration / Corporate Support

We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. To find out more about how we champion diversity and inclusion in the workplace, visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity

This post may be based at Lewes Combined Court or Brighton County Court or Guildford County Court, subject to agreement.

Background

The Tribunals Service and Her Majesty’s Court Service were integrated into a single Agency, Her Majesty's Courts and Tribunals Service on 1st April 2011. Bringing these two organisations together has removed duplication in management functions and increased the efficiency of the administration, which has enabled HMCTS to reduce what it spends away from the front line substantially.

Consequently, there are high expectations of all staff regardless of the job they do and high performance is expected from everybody. The organisation is continuously adopting new or better ways of working to ensure that it focuses on just that which is essential.

Band C staff will need to display a commitment to four key principles: Continuous change, LEAN principles, managing uncertainty and improving performance. All those appointed to new roles in HMCTS must be wholeheartedly committed to these principles and evidence this in their application.

Overview

As a new organisation HMCTS is embarking on a period of significant change. Strong leadership is a critical element in this being successful. As a manager within HMCTS the jobholder must provide clear direction and focus, visibly championing the changes which deliver greater efficiencies. The Regional Delivery Directors expect managers in the organisation to operate in a culture of openness and honesty, demonstrating a commitment to change through involvement and empowerment, and by delivering results.

The jobholder will need to help staff and other stakeholders to understand the impact of the changes and the reasons for them, recognising that staff will need support during what will be an unsettling period. This will include helping staff prepare for changes and supporting them through it. There may also be times when it will be necessary to deliver difficult or unwelcome messages. This must be done sensitively, but firmly, addressing any inappropriate reactions or responses.

The key purpose of the role is to

  • Overseeing the flow, completion and timely filing of cluster reports from all jurisdictions to meet deadlines and other work that comes through the Cluster Manager’s office which includes management of e-mails, correspondence, paperwork and telephone queries, urgent requests for information.
  • Close liaison with the cluster operations managers, delivery managers, Regional Support Unit colleagues, HQ, and stakeholder agencies as necessary for the smooth running of cluster business.
  • Delegation of the Cluster Manager’s work when in meetings/out of the office to the correct person, in the fastest possible time, on a daily basis.
  • Ensure the Cluster Manager is well-prepared for meetings and other relevant activity.

Key responsibilities

Operations

  • Management of the Cluster Manager’s office and diary commitments. Negotiating with others to resolve conflicting priorities.
  • Overseeing the flow of work into and out of the Cluster Manager’s office;
  • Responsible for delegation of the Cluster Manager’s work when in meetings/out of the office
  • Provide administrative solutions and support to the Cluster Manager, and, where appropriate, his management team, using initiative when confronted with unusual situations
  • Take strategic decisions about how to make the best use of the Cluster Manager’s time, including assessing when targeted visits should be undertaken and prioritising meeting attendance
  • Facilitate SMT and inter-agency meetings, including scheduling, preparing agendas and additional papers, in-meeting facilitation and producing minutes.
  • Handle and direct enquiries and requests for information on behalf of the Cluster Manager;
  • Manage and process relevant correspondence on behalf of the Cluster Manager.
  • Ensure safeguards are in place around processing sensitive documentation.
  • Assist the Cluster Manager and Operations Managers in the monitoring of financial and performance related information, producing reports and suggesting corrective action where needed to allow targeted interventions
  • Provide executive support to the Cluster Manager to monitor compliance with performance reporting, governance, quality assurance, appraisal, performance management etc policies and regimes across the Cluster
  • Represent the Cluster (as required) at internal/external meetings at which strategic issues are decided

Managing casework

  • Manage the Cluster Manager’s inbox and flow of work, taking decisions about where work should be directed in their absence, and diverting unnecessary work away from them
  • Own discrete areas of continuous improvement and/or change activity/projects

Analysis

  • Draft documentation including; briefings, communications, guidance and policy documents, often to short deadlines
  • Analysing Management information and preparing reports for dissemination.
  • Undertake research on operational matters on behalf of the Cluster Manager, providing them with the information needed to decide a course of action
  • Approve or recommend expenditure within delegated financial parameters.

Communicating with the public, the judiciary, other court & tribunals users and representatives of other agencies and organisations

  • Communicating of the Cluster Manager’s behalf with the public, members of the judiciary, other court users and representatives of other agencies and organisations in relation to core service delivery, specialist or project based activities at Cluster level.
  • Thinking beyond own area of responsibility, considering wider policy and organisational implications of issues.

Team Leadership

  • Leading members of the local senior management team to ensure that activities are completed to deadlines on behalf of the Cluster Manager.
  • Lead on learning and development for the cluster.

Specialisms

  • Ability to provide specialised executive planning and support.
  • Ability to lead the delivery of local projects including delivering training.
  • Ability to use office 365 especially excel.

Accountability

  • Reporting to the Cluster Manager.

Other duties

The post holder is required to work in a flexible way and undertake any other duties reasonably requested by line management which are commensurate with the grade and level of responsibility of this post.

Operational Delivery in HMCTS

This role is part of the Operational Delivery Profession. Operational delivery professionals are the outward face of government, providing essential services to the public in a variety of roles. They work in many different departments and agencies across the breadth of the UK, delivering service to customers in

  • Face-to-face roles in HMCTS for example a court usher
  • Contact Centre roles in HMCTS for example call centre advisers
  • Processing roles in HMCTS for example Staff at the County Courts Money-Claims Centre and Courts and Tribunal Administration

Being part of the operational delivery profession means belonging to a cross-government community of people. This will offer you access to information on professional standards, skills development and qualifications to help you continue to improve your development and performance and expand your career options.

With reference to the salary for this post, set within the advertised pay range, please note:

New recruits to the Civil Service joining the Ministry of Justice/Her Majesty’s Courts and Tribunal Service are expected to join at the pay range minimum.   

Existing civil servants applying on promotion will usually be appointed on the salary minimum of the pay band range or with an increase of 10 percent on their existing base salary (restricted to the new pay band maximum), whichever is the higher.  

Existing civil servants moving at the same grade will retain their existing remuneration package.  

Making a real difference to people’s lives is such an integral part of working at HMCTS that we’ve built it into an agreement with everyone who works here. It’s called our people promise. Please click here to find out more.

Working Arrangements & Further Information

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.

There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension

The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Support

  • A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
  • Access to flexible benefits such as voluntary benefits,retail vouchers and discounts on a range of goods and services.
  • For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.

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. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

1-     To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);

2-     To Ministry of Justice Resourcing (resourcing-services@justice.gov.uk);

3-     To the Civil Service Commission (details available here)

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.

Grading Structure Review

The Ministry of Justice is currently undergoing a review of posts which are currently graded at Band A to realign our grading structure with the majority of the wider Civil Service.

Posts advertised at Band A may be graded at either Grade 6 or Grade 7 once the review has taken place.  

To be confirmed

02/03/2021, 23:55 hours.

If you require any assistance please call 0845 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com 

Please quote the job reference - 41538.

To apply for roles in MOJ you will need to confirm your employment history for at least 3 years prior to the date of application so that pre-employment checks (BPSS) can be undertaken. If you have spent significant time abroad (a total of 6 months in the past 3 years) you would be required to give a reasonable account of the reasons why. 

For some roles you will be required to successfully complete National Security Vetting at Counter Terrorism (CTC), Security Clearance (SC) or Developed Vetting (DV) level as a condition of appointment. To meet CTC/SC/DV requirements you will normally need to have been resident in the UK for at least 3/5/10 years prior to the date of application (The level of checks that are required are stated in the advert).

If you do not meet the above requirements, you may still be considered if, for example:

  • You've been serving overseas with HM Forces or in some other official capacity as a representative of HM Government
  • You were studying abroad
  • You were living overseas with parents

In such cases you will need to be able to provide referee cover for the period(s) of residence overseas. The duration of overseas residence and the country of abode will also be taken into account.

Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance.

In the event that we receive a large volume of applications we reserve the right to conduct the sift based on one lead behaviour. The chosen lead behaviour for this campaign is Managing a Quality Service.
if you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance

We have provided detail of the assessment stages and areas being assessed to help you prepare for completing your application form, and to advise of what will be assessed following this, if you successfully pass the application stage.


Application form stage assessments

Behaviours
Communicating and Influencing - 250 word limit
Managing a Quality Service - 250 word limit
Making Effective Decisions - 250 word limit
Developing Self and Others - 250 word limit
Experience
Statement of Suitability - 250 word limit
A sift based on the lead behaviour, Managing a Quality Service, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.

Interview stage assessments

There is 1 interview stage for this vacancy.
Behaviours
Communicating and Influencing
Managing a Quality Service
Making Effective Decisions
Developing Self and Others
Strengths may also be assessed at interview but these are not shared in advance.

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit : https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ are able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidate's will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

This job is broadly open to the following groups:

· UK nationals

· nationals of the Republic of Ireland

· nationals of Commonwealth countries who have the right to work in the UK

· nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families

· nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)

· individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020

· Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules

This Vacancy is closed to applications.