29649 - Diary Manager to the Chief Financial Officer

Background

Her Majesty’s Courts and Tribunals Service is one of government’s largest agencies, employing around 15,000 staff, with a £1.7bn budget, and operating across more than 350 sites across England and Wales. Our work underpins justice, affecting the lives of millions every year.

We have ambitious plans in place to transform the services we offer to users of the justice system; the government is investing £1bn across our change programmes which will modernise the court estate, updating and replacing its technology, speed up and streamline working practices, refurbish buildings to reduce maintenance costs and provide much improved services for users.

An effective courts and tribunals service is fundamental to our democracy, underpinning the rule of law. This is a unique opportunity to support and enable a major transformation portfolio, designed not just to give our courts and tribunals a sustainable and affordable future, but to further improve how we deliver justice.

Key interactions and requirements will be to:

• Provide high quality, effective executive support to the Director.
• Manage the Director’s diary, making the best use of his time and prioritising appropriately – this will involve working closely with others to schedule meetings, allowing sufficient desk time etc
• Manage an effective working relationship with the Director and his senior management team
• Support the Director and his senior management team, ensuring that priorities are driven forwards and communicated across all the directorate
• Use your judgement to prioritise routine work, and process items that require attention of the Director
• Ensure that the Director is prepared for meetings - collate papers and commission briefings where appropriate.
• Deal with requests promptly, organise meetings, including room bookings & managing conflicting requests, book equipment as required and issue calendar invites, agendas and papers to delegates.
• Arrange travel and hotel bookings for the Director in line with MoJ policy.
• Attend meetings as required in order to take minutes and record action points. Set up systems to track and monitor action points from meetings, ensuring these are followed up and resolved using appropriate means of escalation.
• Screen and filter telephone calls, enquires and requests, handling them directly or referring them to an appropriate source.
• Provide administrative support to projects within the directorate as required
• Foster and maintain good relations with a wide range of people.
• Work closely with the CEO’s Office, HMCTS Board Secretariat, MOJ Finance Directors and their offices, other MoJ business groups and DGs and Directors, MoJ Press Offices, Judicial Office and other Directors’ offices.

Desirable criteria

• Previous diary management/PA experience

Accountability

• Reporting to the Business Manager

Success Profiles Assessment approach

The application will assess you on behaviours. Behaviours are the actions and activities that people do which result in effective performance in a job.

The Civil Service has defined a set of behaviours that, when demonstrated, are associated with job success. Civil Service Behaviours are specific to the grade level of the job role.

The examples of the behaviours are designed to give an overview of what is expected of individuals at each level. There is no expectation that all individuals will need to demonstrate every part of each example to be successful.

To apply please complete the online application form. We will assess you against these behaviours during the selection process:

Making Effective Decisions

• Take responsibility for making effective and fair decisions, in a timely manner.
• Analyse and research further information to support decisions.
• Talk to relevant people to get advice and information when unsure how to proceed.
• Explain how decisions have been reached in a clear and concise way, both verbally and in writing.

Seeing the bigger picture

• Understand what your responsibilities are and how these contribute to the priorities of your team.
• Consider the varied impact your work could have on individuals with different needs and from other backgrounds.
• Gather information from both inside and outside of the organisation to inform your area of work.

Delivering at Pace

• Regularly review the success of activities in the team to identify barriers to progress or challenging objectives.
• Identify who and what is required to ensure success, set clear goals and areas of responsibility and continually assess workloads considering individual needs.
• Follow relevant policies, procedures and legislation to complete your work. Ensure colleagues have the correct tools and resources available to them to do their jobs.
• Have a positive and focused attitude to achieving outcomes, despite any setbacks.
• Regularly check performance against objectives, making suggestions for improvement or taking corrective action where necessary
• Ensure that colleagues are supported where tasks are challenging.

Communicating and Influencing

• Communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money
• Interact with others in an enthusiastic way. Express ideas clearly and with respect for others. Listen to and value different ideas, views and ways of working.
• Respond constructively and objectively to comments and questions. Handle challenging conversations with confidence and sensitivity.

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.

Location of Post

The location of the post will be in 102 Petty France, London, SW1H 9AJ.

Flexible working options

HMCTS offers a flexible working system in many of its offices.

Job sharing and reduced hours

All applications for job sharing or reduced hours will be treated fairly and on a case by case basis in accordance with the MoJ’s flexible working policy and equality policy.

Excess Fares and Relocation Allowances

This job is not eligible for relocation allowances or excess fares.

If you require any assistance please call 0845 241 5359 (Monday to Friday 8am - 6pm) or email moj-recruitment-vetting-enquiries@sscl.gse.gov.uk Please quote the job reference

If you require any assistance please email maria.gomersall@justice.gov.uk Please quote the job reference - 29649.