46218 - Support Services Co-ordinator x 1 - East Midlands
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
Overview of the role:
This is an HQ administrative role with no line management responsibilities and is part of the Support Services team, with specialist responsibilities dependent on the role within a designated hub in Learning and Development
The Support Services Co-Ordinator will support the Hub Manager and provide specialist administrative support within their hub
The post is based at an L & D Centre and is a non-operational post
The post holder requires excellent knowledge and understanding of the L & D processes and will be expected to provide a high quality, comprehensive service to all areas of L & D and the wider business
Summary:
The post holder will provide hub manager support and administrative support within their hub.
Responsibilities include meeting support, collation of routine information, maintenance of databases and ad hoc administrative tasks.
The post holder will not be required to work unsociable hours however there may be a requirement to work outside of normal hours.
The post holder could be allocated to any of the following hubs:
- Business Hub
- People Hub
- Apprenticeship and Delivery Hub
- Resource Hub
Responsibilities, Activities & Duties:
The job holder will be required to carry out the following responsibilities, activities and duties
- Responsible for the creation, implementation and maintenance of all specialist administrative services, processes and systems that underpin the delivery of business objectives
- Manage resources to deliver the activities within their area of responsibility and contribute to the short to medium term business planning process
- Provide support for any ad hoc work requested. This can vary in terms of volume of work and complexity, ranging from distribution of information to helping to organise large scale events/workshops
- Provision of general administrative duties including face to face, email enquiries, booking meetings, diary management etc.
- To maintain administration databases to record and monitor information and produce monthly reports on these. Ensure that data entered into local and national systems is accurate and in accordance with agreed timescales
- To contribute to the review and development of systems, including procedures regarding the review of all specialist support systems and processes to identify and implement efficiency improvement measures, as required
- Provide management with management information relating to the relevant area
- Monitor the functional mailboxes, action any issues and where needed log the request in the relevant folder/spreadsheet
- To undertake the First Aider at work course
If you are allocated to any of the following hubs you will be expected to do the following
Business Hub
- Work Shifts and be able to cover reception duties
- Administer the Booking System
People Hub
- Administer Admin processes such as Recruitment, SOP and InVision
Resource Hub
- Procurement and Finance procedures
Delivery and Apprenticeship Hub
- Administer the apprenticeship process by using the relevant databases
- POELT delivery administration including scheduling
Behaviours & Strengths (for Recruitment/Success Profiles):
Behaviours:-
Working together
- Working with a diverse range of stakeholders
- Excellent organisational skills and the ability to manage complex working relationships
- Develop a range of contacts outside own team and identify opportunities to share knowledge, information and learning
Making Effective Decisions
- An effective communicator with the ability to present a case persuasively to more senior grades
- Take responsibility for making effective and fair decisions, in a timely manner
- Analyse and research further information to support decisions
- Explain how decisions have been reached in a clear and concise way, both verbally and in writing
Managing a Quality Service
- A positive approach to routine activity with a drive to develop innovative solutions
- Create clear plans and set priorities which meet the needs of both the customer and the business
- Keep colleagues and stakeholders fully informed of plans, possibilities and progress
- Identify common problems that affect service, report them and find possible solutions
Delivering at Pace
- Follow relevant policies, procedures and legislation to complete your work
- 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
Essential Knowledge, Experience and Skills:
- Excellent interpersonal skills and ability to communicate with people of all levels
- Excellent organisational skills with ability to prioritise work
- Proficient in the use of Microsoft packages, especially Word, Excel, Outlook and MS Teams
- Be able to use databases relevant to the area
- Able to work at pace with good attention to detailAdopt a flexible approach to change and demonstrate a commitment to team work, being prepared to offer help, guidance and support to colleagues within the team.
Security clearance required:
May include CTC, SC or DBS
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.
Eligibility
Staff on fixed term appointments must have been recruited through fair and open competition.
05/08/2021, 23:55 hours.
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.
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
Interview stage assessments
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.