84534 - Diary Manager in the Ministerial Private Office within the Ministry of Justice (Up to 2 posts available)

£31,169 - £32,760
2
12 Months
London
London
102 PETTY FRANCE (MOJ) LONDON, SW1H 9AJ
Please note: Some of our MoJ Office locations, such as our Liverpool Justice Collaboration Centre, require higher levels of National Security Vetting. The MoJ is working to open more Justice Collaboration Centres and Justice Satellite Offices over time. Click here to learn more about where our currently open Justice Collaboration Centres and Justice Satellite Offices are, to identify where you may be based and understand National Security Vetting requirements of each location.
EO
EO
Permanent
Full Time
Administration / Corporate Support

Diary Manager in the Ministerial Private Office

(Up to 2 roles available)

Executive Officer

Private Office and Parliament

The Private Office and Parliament Directorate is recruiting permanently for two Executive Officer (EO) Diary Managers. This campaign is being run externally and so is open to all who consider themselves suitable for the roles and meet the eligibility criteria in the wider advert within Civil Service Jobs. There is one vacancy in the Minister for Prisons and Probation’s office and one vacancy in the Minister for Sentencing’s office.

Location:

Successful candidates will be based at 102 Petty France, London and will be expected to attend 102 Petty France at least 3 days a week. This hybrid working arrangement is not contractual and as a result staff could be asked to attend their base location more frequently.

Ways of Working

At the MoJ we believe and promote alternative ways of working, these roles are available as:

  • Full-time, part-time or the option to job share
  • Flexible working patterns
  • Flexible working arrangements between base locations, MoJ Hubs and home.

If we receive applications from more suitable candidates than we have vacancies for at this time, we may hold suitable applicants on a reserve list for 12 months, and future vacancies requiring the same skills and experience could be offered to candidates on the reserve list without a new competition.

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

Salary

New entrants to the Civil Service will be expected to join on the minimum of the pay range. 

If you are already a civil servant and are successful in an external recruitment competition for a role with us, your starting pay will be the better of:

  • promotion terms or transfer terms, as appropriate; or
  • pay on appointment arrangements (minimum of pay range)

Vetting

Due to the nature of this role a vetting level of SC is required to take up post. Central Government policy dictates that applicants for SC must be a resident in the UK for a minimum of 5 years. If you have not been resident in the UK for past 5 years you are not eligible to apply and should not submit an application for this vacancy.

The Ministry of Justice (MoJ)

MOJ is one of the largest government departments, employing over 90,000 people (including those in the Probation Service), with a budget of approximately £9.5 billion. Each year, millions of people use our services across the UK - including at 500 courts and tribunals, and 133 prisons in England and Wales.

Further information can be found at https://www.gov.uk/government/organisations/ministry-of-justice

The Work of Private Office and Parliament

 The Ministry of Justice’s Private Office is a friendly and collaborative group. It is also a busy and interesting place to work – it is the interface between Ministers, the rest of the Department and other government departments. This is an invaluable opportunity for someone to gain insight into the heart of the department. The individual will play a key role in helping to deliver the priorities that the Minister for Prisons has set out.

Diary manager - The role

We are looking to recruit a diary manager to work in a Ministerial Private Office. The work is fast-paced and sits at the very centre of the Department, and close to key decision making. It requires the ability to adapt to new information, constantly reprioritise and work closely with various stakeholders across Private Office, MoJ and externally. This role will give you the autonomy to lead on exciting areas and learn how a Private Office works. 

Key responsibilities include: 

  • To provide an efficient and comprehensive diary management service to a Minister.
  • Exercise excellent judgement and flexibility in managing potential conflicting diary issues in a tactful and sensitive manner.
  • Responsible for organising meetings and making travel arrangements when required.
  • Attend regular meetings to coordinate diaries, agree priorities and monitor workloads. 
  • Work as part of the Private Office team, supporting the day-to day operations of the wider office through flexible and effective team working, to provide an efficient, accurate, confidential, and comprehensive service.
  • Providing additional support to the team on shared tasks and other duties that would reasonably sit within the portfolio. All roles across the team are expected to be flexible to respond to emerging priorities. Supporting the Private Secretary as and when required.
  • Responsible for overseeing Freedom of Information Requests. 

Skills and Experience

Essential: 

  • You’re enthusiastic, confident and have a passion for providing excellent service delivery within a fast-paced environment.
  • Possess excellent organisational skills and be detail oriented.
  • Strong oral and written communication skills and excellent interpersonal and team working skills.
  • You’re a proactive individual with a high degree of organisational ability, attention to detail and manages time effectively.
  • A “can-do” attitude and team player who can drive forward multiple priorities simultaneously. 
  • You work well with others and can build meaningful relationships with stakeholders.

Desirable: 

  • Previous experience working in a private office environment is desirable but not essential.
  • Previous experience of acting as a PA/taking on Diary manager duties is desirable but not essential.

Candidates applying from HMPPS should note that the Ministry of Justice does not have the same conditions of employment as HMPPS. It is the candidate’s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful.

The MoJ is proud to be Level 3 Disability Confident. Disability Confident is the approach through which we offer guaranteed interviews for all people with disabilities meeting the minimum criteria for the advertised role as set out in the job description.

Application process

You will be assessed against the Civil service success profiles framework.

Experience

You will be asked to provide a CV during the application process in order to assess any demonstrable experience, career history and achievements that are relevant to the role.

Behaviours

During the application process you will be asked to provide an example of how you have met the following behaviours (see Annex A for more information). The word limit is 250 per Behaviour:

  • Communicating and Influencing (Lead behaviour)
  • Delivering at Pace
  • Making Effective Decisions

Please also refer to the CS Behaviours framework for more details at this grade:

https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/717275/CS_Behaviours_2018.pdf

Should we receive a large number of applications, we will sift primarily on the lead behaviour of Communicating and Influencing. Successful applicants will then be invited to an interview, testing both behaviours and strengths.

Candidates invited to Interview

Please note that interviews will be carried out remotely.

During the panel interview, you will be asked behaviour-based questions to explore in detail what you are capable of, and strengths-based questions to also explore what you enjoy, and your motivations relevant to the job role.

There is no expectation or requirement for you to prepare for the strengths-based questions in advance of the interview, though you may find it helpful to spend some time reflecting on what you enjoy doing and what you do well.

The panel will assess candidates on the following behaviours: 

  • Communicating & Influencing
  • Delivering at Pace
  • Making Effective Decisions 

You can refer to the CS Strengths dictionary for more details:  Success Profiles - Civil Service Strengths Dictionary (publishing.service.gov.uk)

Interviews are expected to take place in March 2024.

Contact information  

Please contact Amelia Prusinski (Amelia.Prusinski@justice.gov.uk) if you would like to know more about the role or what it is like working in our team.

Annex A - The STAR method

Using the STAR method can help you give examples of relevant experience that you have. It allows you to set the scene, show what you did, and how you did it, and explain the overall outcome.

Situation - Describe the situation you found yourself in. You must describe a specific event or situation. Be sure to give enough detail for the job holder to understand.

  • Where are you?
  • Who was there with you?
  • What had happened?

Task - The job holder will want to understand what you tried to achieve from the situation you found yourself in.

  • What was the task that you had to complete and why?
  • What did you have to achieve?

Actions - What did you do? The job holder will be looking for information on what you did, how you did it and why. Keep the focus on you. What specific steps did you take and what was your contribution? Remember to include how you did it, and the behaviours you used. Try to use “I” rather than “we” to explain your actions that lead to the result. Be careful not to take credit for something that you did not do.

Results - Don’t be shy about taking credit for your behaviour. Quote specific facts and figures. Explain how the outcome benefitted the organisation or your area. Make the outcomes easily understandable.

  • What results did the actions produce?
  • What did you achieve through your actions and did you meet your goals?
  • Was it a successful outcome? If not, what did you learn from the experience?

Keep the situation and task parts brief. Concentrate on the action and the result. If the result was not entirely successful describe what you learned from this and what you would do differently next time. Make sure you focus on your strengths

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

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.

MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.

All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.

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.

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.

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 moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

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

The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

Interviews are expected to take place in March 2024.

04/03/2024, 23:55 hours.

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com 

Please quote the job reference - 84534.

Contact information  

Please contact Amelia Prusinski (Amelia.Prusinski@justice.gov.uk) if you would like to know more about the role or what it is like working in our team.

Security Clearance (SC)

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
Communicating and Influencing - 250 word limit
Delivering at Pace - 250 word limit
Making Effective Decisions - 250 word limit
Experience
CV
A sift based on the lead behaviour, Communicating and Influencing, 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
Delivering at Pace
Making Effective Decisions
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.