32505 - Executive Officer Diary Manager to 2 Divisional Directors
Background:
The Ministry of Justice (MoJ) is one of the largest government departments and serves the public by upholding the rule of law and by delivering an efficient, fair, timely and effective justice system in which the public has confidence.
The MoJ values: Purpose, Humanity, Openness and Together, are core to delivering a world class justice system that works for everyone.
All of us in MoJ share the vision of delivering a world-class justice system that works for everyone in our society, protecting and advancing the principles of justice, and our MoJ values Purpose, Humanity, Openness and Together, are how we bring these principles of justice to life.
MoJ People Group:
The people who work for the Ministry of Justice are responsible for its success; and the role of the Ministry of Justice People Group is to support the organisation by enabling our people to be the best that they can be.
We operate as a cluster of HR services working seamlessly to provide expert support, advice and delivery throughout the employee lifecycle. From the time people join the organisation, to the point at which they leave, we strive to make a positive contribution to their work experience. We want everyone who works for the Ministry of Justice to feel confident in their skills, ambitions for the future and fulfilled by their work and relationships with their colleagues.
Overview:
We are looking for individuals with strong organisational and interpersonal skills to be able to provide high standard administrative support as a Diary Manager to 2 Divisional Directors (DDs)
Thisrole will provide excellent opportunities to work at the heart of MoJ in a vibrant environment, learning how People Group operates within MoJ as well as the wider Civil Service.
The key accountabilities of the role are outlined below. However, this is an overview of the role and is not exhaustive.
Key responsibilities:
Diary Manager
- Managing the Divisional Director’s schedule and arranging meetings to ensure sufficient time for priorities, travel, desk-time and break. Arranging travel and accommodation when necessary.
- The role will have a 50/50 split, therefore requiring good time management and the ability to prioritise effectively as both DDs will have demanding portfolios.
- You will be expected to perform all core functions required to keep the diary running smoothly for both DDs. A vital skill will be the ability to liaise professionally and confidently with various people across the directorate, wider department and across Government.
- Admin tasks dictated by the needs of the Divisonal Directors e.g. staff expenses, power point presentations, filing, printing, co-ordination of team meetings and travel bookings.
- Balancing conflicting appointments and suggesting delegation of meetings where appropriate.
- Manage an effective working relationship with the Divisonal Directors and the Directorate’s senior management team. Attend meetings where necessary.
- Ensuring the Divisional Directors are well prepared for meetings; preparing and producing documents, meeting and greeting visitors and ensuring security are informed, where necessary.
- Owning and continually improving processes such as use of smart working software and good record management.
- Foster and manage effective working relationships with a wide range of colleagues and stakeholders within and outside of MoJ, including MoJ Press Offices, Ministers’ Private Offices, demonstrating good team working and communication skills. Liaising with colleagues and stakeholders; dealing with queries.
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.
We promote and support flexible working. Our digitally enabled team are encouraged (subject to business needs) to work remotely at least twice a week.
We will consider all applications for alternative working patterns, including reduced hours, job share, annualised hours.
Application for this role will be via CV and a statement of suitability of no more than 500 words covering your skills and experience and match to the key responsibilities listed.
We will be utilising elements of Success Profiles through this campaign.
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
Generous allowances for paid holiday starting at 25 days per year, and rising as your service increases. 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.
18/02/2020, 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 - 32505.
For further details please contact Sarah.Martindale@justice.co.uk
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.