41274 - Executive Assistant to the Executive Director and Diary Manager to the Directors of Training of the Judicial College

£26,411 - £30,324
1
12 Months
London
London
RCJ LONDON, WC2A 2LL
EO
D
Permanent
Full Time, Flexible Working
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

About the job

Overview

This is an exciting chance to work in a fast-paced and central team in the Judicial College. The role provides a unique opportunity to interact with key stakeholders and senior judiciary. Your role will be integral to the efficient running of the College, ensuring that the workloads of the Directors of Training and Executive Director are managed effectively. The role would suit someone with previous experience in a Personal Assistant or Private Secretary role, with strong organisational and communication skills.

Role Description

This role will include managing the diaries of the two Directors of Training (who are members of the judiciary) and providing executive assistant support to the College’s Executive Director (SCS), working to ensure that they are in the right place, with the right people, at the right time to support priority outcomes.

Your responsibilities will include:

  • Proactively managing the diaries of the two judicial Directors of Training and Executive Director, resolving conflicting scheduling requests and ensuring their time is managed efficiently;
  • Rearranging and prioritising engagements, considering the sequencing, rhythm and long-term effects of altering appointments in the diary;
  • Corresponding with both College officials and senior judiciary on behalf of the Executive Director and Directors of Training;
  • Thinking ahead and liaising with colleagues to ensure the Executive Director and Directors of Training have the papers and information they require and adequate time for reading and consideration;
  • Preparing the Executive Director for her regular organisation-wide calls;
  • Co-ordinating meetings (including room booking/ensuring appropriate digital arrangements are in place, greeting and escorting of visitors/use of digital lobbies, printing/organising of agenda and meeting papers);
  • Arranging travel and overnight accommodation;
  • Supporting the Executive Director with HR actions such as expenses and annual leave records;
  • Managing the Executive Director’s inbox as necessary, sorting emails as they are received and flagging up urgent work to the appropriate team members for action.
  • Assisting the Directors of Training and Executive Director with appointments and interview process for judicial roles within the College.

You will also be as a proactive and flexible member of the Governance and Policy team, contributing to the overall impact and professionalism of the team, including undertaking any other duties reasonably requested by line management which are commensurate with the grade and level of responsibility of this post.

Overview of Team

The Governance and Policy team is a key central team that supports the Senior Leadership of the College including the Executive Director, the two Directors of Training (senior judges from the Courts and Tribunals who are on secondment to the College) and the governing structure of the College. The team provides secretariat support to the College Board and second-tier committees, administers new membership of the committees and College judicial training teams and develops policies that underpin the governance, strategy, accountability and direction of new training initiatives for the College. The team has recently grown to include a business support function to the College which leads on the financial planning and resource management of the Judicial College’s training programme.

The Judicial College

The principal role of the Judicial College is to support the Lord Chief Justice and the Senior President of Tribunals in fulfilling their responsibilities for training the judiciary in an ever-evolving justice system. Working with the College Board, the Judicial College supports these senior members of the judiciary in setting the direction for training and ensuring the right support is in place to provide advice on the design and delivery of training, develop innovative digital systems to support delivery and that seminars are well organised.

Judicial College is part of Judicial Office (JO), an arm’s length body of the Ministry of Justice. Our purpose is to strengthen the rule of law and improve the administration of justice, through the delivery of essential training for the judiciary in courts and tribunals, as well as a framework of training for magistrates.

We are a unique branch of the civil service, independent from Government, dedicated to supporting the judiciary and promoting judicial independence, to maintain confidence in the rule of law. The Judicial Office reports to, and is accountable to, the Lord Chief Justice and was set up in 2006 to provide support to him and to the wider judiciary following the Constitutional Reform Act 2005. In addition, we support, and are accountable to, the Senior President of Tribunals, whose responsibilities extend to Scotland and Northern Ireland. We support some 22,000 judicial office holders, providing policy, legal and handling advice and operational support.

This is an exciting time to join the College, with a new senior leadership team across the executive and judiciary, and innovative decisions being made in response to Covid-19

Essential Skills and Experience

The successful candidate will be able to demonstrate:

  • Excellent organisational skills with keen attention to detail.
  • Ability to work flexibly, manage conflicting demands and swiftly reprioritise so that sudden changes do not adversely impact on delivery.
  • Ability to communicate clearly and build effective working relationships with internal/external colleagues and judiciary.
  • Strong MS Office skills, including proficiency in the use of Outlook, plus other collaborative tools such as Teams.

Previous PA/diary management experience is desirable but not essential.

Behaviours

We'll assess you against these behaviours during the selection process:

  • Delivering at Pace
  • Making Effective Decisions
  • Communicating and Influencing
  • Working Together

Interviews Expected on w/c 22nd March 2021.

Benefits

  • Access to learning and development
  • A working environment that supports a range of flexible working options to enhance your work life balance
  • A working culture which encourages inclusion and diversity
  • A civil service pension
  • Annual Leave and Public Holidays
  • Season Ticket Advance

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Link

Things you need to know

Security

Successful candidates must pass a disclosure and barring security check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check.

People working with government assets must complete basic personnel security standard checks.

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours, Strengths and Experience.

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. 

Expected Week commencing 22nd March 2021.

01/03/2021, 23:55 hours.

If you require any assistance applying 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 - 41274.

Job contact: grace.hodges@judiciary.uk

Counter-Terrorism Check (CTC), Security Clearance (SC)
Please note the successful applicant will need to undertake a Disclosure and Barring Security Check for this post.

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.

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
Delivering at Pace - 500 word limit
Making Effective Decisions - 500 word limit
Communicating and Influencing - 500 word limit

Interview stage assessments

There is 1 interview stage for this vacancy.
Behaviours
Delivering at Pace
Making Effective Decisions
Communicating and Influencing
Working Together

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.