12081 - Band D - Project Support

£25,257 - £29,000
3
12 Months
London
London
102 PETTY FRANCE (MOJ) LONDON, SW1H 9AJ
EO
D
Fixed Term
For a period of up to 36 months
Full Time
Administration / Corporate Support, Human Resources

Fixed Term Appointment

This appointment will be made on a fixed term appointment of 3 years, due to the time limited nature of the Reform Programme. For existing civil servants, whilst the role itself is time limited, successful appointment on promotion will secure this grade on a substantive basis. Secondments and loans will be considered on an individual basis.

Background

Her Majesty’s Court and Tribunals Service is an agency of the MoJ and provides the supporting administration for the judiciary across England and Wales.  It delivers services to the public directly in court and tribunal buildings, remotely via business centres and some limited services via the internet.

The Reform Programme is a once in a generation opportunity to transform the entire HM Courts and Tribunals Service, enhancing the provision of a world-class justice system, in a manner that provides an improved user experience at reduced cost to the taxpayer. This will contribute to consolidating the UK’s position at the forefront of an increasingly competitive international legal market as well as ensuring access to justice for all.

Vacancies within the Reform Programme offer a unique chance to be at the forefront of leading and implementing significant change projects across the organisation.  The Programme is ambitious and innovative and will need a flexible workforce to deliver it. Those leading the change will experience new and exciting opportunities and benefit from playing a part in many different initiatives throughout the four year programme.  Staff within the Reform Programme will need to display a commitment to three key principles: Continuous change, managing uncertainty and designing services for the needs of the users. Those appointed to these new roles must be wholeheartedly committed to these principles and evidence this in their application.

Overview

HMCTS is a continually changing organisation. All staff in the organisation will be expected to help and support each other with these changes.

The key purpose of the role is to

Provide high quality effective administrative support to the resourcing and development team in which you will be assigned. This will include comprehensive support for all recruitment campaign related tasks, ensuring that programme / project administration is completed to agreed timescales, calling upon your decision-making and problem-solving abilities relating to the review of materials. Similarly you will use your judgement in issues relating to tasks where appropriate. You may be assigned to provide personal support to one or more of the resourcing and development team and play a part in the reviewing processes that occur within the role.

Key responsibilities

Administration

  • Act proactively to ensure that all members of the resourcing and development team are kept informed of progress of recruitment of candidates including any problems that threaten their envisaged start date.
  • Ability to prioritise work against competing priorities in a fast paced environment focussed on timely and accurate delivery.
  • Devise and maintain administrative processes using the spectrum of resourcing and development systems available.
  • Diary, Email, Meeting arrangements and Management of calendar(s), to ensure firstly that room bookings for interviews fit the timeframe of individual recruitment campaigns and secondly that any ad-hoc requests outside of the scope of recruitment are dealt with within requested timelines.
  • Oversee compilation and/or updating of induction packs, slide packs for learning materials, collation of information for Personal Development Plans (PDPs).
  • Vetting Procedures: Ensure timely preparation of all candidate documentation for interviews and subsequent follow-up.
  • Supporting additional tasks such as note taking, assisting others, feed in to PowerPoint slide decks, construction and updates of organograms and regular refreshing of dashboard reports.

Operations

  • Assist in the set up campaigns and manage queries as they occur.
  • Assist with the provision of sift and interview packs for panel members.
  • Interims: Uploading of new information as necessary onto the procurement and external workforce management system (FieldGlass).
  • Liaise with recruitment managers to understand the needs and requirements of new job-roles as they become available.
  • Meeting and Greeting of candidates on interview days and processing of information received as part of the vetting requirements.
  • Beyond recruitment, the role holder will assist and support with ad-hoc duties such as the provision of support for the quarterly All-Staff events within the Change Directorate, updating of the Resource tracker and management of Shared Mailboxes for the Resources team.
  • On Boarding: Assist in a range of tasks to make sure that new starters are able to join at their agreed date and with minimum problems arising with regards to IT and equipment required to perform their role. This task will need the role holder to act as a “Middle-Person” – a conduit between the Shared Services and the new starter to ensure successful provision of all information required.
  • Off Boarding: Similar to the above, the role-holder will ensure that the transition for leavers with regards to return of appropriate equipment and completion of required forms is carried out in timely fashion and with minimal problems.

Communications

  • Communications flow: Manage and process correspondence resulting from firstly the applications received and secondly the selections made of candidates, using judgment to prioritise work requiring the attention of the resourcing and development managers.
  • Information flow: Update the trackers and spreadsheets operated by the Resource and Development team - ongoing to ensure the status of any recruitment campaign is current and available for all to determine.
  • Escalate issues or problems with campaigns and resolve with relevant parties.
  • Maintain strong liaison with Shared Services to ensure both smooth running and the successful delivery of recruitment campaigns.
  • Construct invites to periodic training events and liaising with Facilities to secure deliverables required for such events. Ensuring appropriate follow-up questionnaires are circulated and compiling of returned data. Assist in the facilitation of learning outcome sessions and focus groups to improve on those areas identified for further development.

Accountability

  • Reporting to the Resourcing Support Manager(s) (depending on which recruitment campaign(s) or work area that you are assigned to).

 

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 posting will be based at 102 Petty France, London SW1H 9AJ.

Key Civil Service Competencies

You will be required to provide evidence of the following key competencies at Level 2.

Changing & Improving

  • Understand and apply technology to achieve efficient and effective business and personal results
  • Consider and suggest ideas for improvements, sharing this feedback with others in a constructive manner
  • Conduct regular reviews of what and who is required to make a project/activity successful and make on-going improvements
  • Put aside preconceptions and consider new ideas on their own merits
  • Help colleagues, customers and corporate partners to understand changes and why they have been introduced
  • Identify, resolve or escalate the positive and negative effects that change may have on own role/team

Making Effective Decisions

  • Demonstrate accountability and make unbiased decisions
  • Examine complex information and obtain further information to make accurate decisions
  • Speak with the relevant people in order to obtain the most accurate information and get advice when unsure of how to proceed
  • Explain clearly, verbally and in writing, how a decision has been reached
  • Provide advice and feedback to support others to make accurate decisions
  • Monitor the storage of critical data and customer information to support decision making and conduct regular reviews to ensure it is stored accurately, confidentially and responsibly

Leading & Communicating

  • Display enthusiasm around goals and activities – adopting a positive approach when interacting with others
  • Listen to, understand, respect and accept the value of different views, ideas and ways of working
  • Express ideas effectively, both orally and in writing, and with sensitivity and respect for others
  • Confidently handle challenging conversations or interviews
  • Confront and deal promptly with inappropriate language or behaviours, including bullying, harassment or discrimination

Collaborating & Partnering

  • Demonstrate interest in others and develop a range of contacts outside own team to help get the job done
  • Change ways of working to facilitate collaboration for the benefit of the team’s work
  • Proactively seek information, resources and support from others outside own immediate team in order to help achieve results
  • Readily identify opportunities to share knowledge, information and learning and make progress by working with colleagues
  • Listen attentively to others and check their understanding by asking questions
  • Take responsibility for creating a working environment that encourages equality, diversity and inclusion

Managing a Quality Service

  • Explain clearly to customers what can be done
  • Work with team to set priorities, create clear plans and manage all work to meet the needs of the customer and the business
  • Ensure that levels of service are maintained – flag up risks or concerns in order to meet customer requirements
  • Keep internal teams, customers and delivery partners fully informed of plans and possibilities
  • Promote adherence to relevant policies, procedures, regulations and legislation, including equality and diversity and health and safety
  • Identify common problems or weaknesses in policy or procedures that affect service and escalate these

Delivering at Pace

  • Create regular reviews of what and who is required to make a project/activity successful and make ongoing improvements
  • Be interested and positive about what they and the team are trying to achieve
  • Take ownership of problems in their own area of responsibility
  • Remain positive and focused on achieving outcomes despite setbacks
  • Check own and team performance against outcomes, make improvement suggestions or take corrective action when problems are identified
  • Set and achieve challenging goals and monitor quality

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 salary sacrifice arrangements for childcare vouchers, and voluntary benefits such as retail vouchers and discounts on a range of goods and services.
  • 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.

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.

Eligibility

Staff on fixed term appointments must have been recruited through fair and open competition.

Expected Week commencing 11th September 2017

27/08/2017, 23:55 hours.

Closing Date: 27th August 2017 at 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@sscl.gse.gov.uk Please quote the job reference.

Baseline Personnel Security Standard (BPSS)

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.

Candidate Information

You may be required to provide statements describing your skills and experience relevant to each of the selection criteria. We recommend that you structure any examples as Situation, Task, Action and Result. For more information about the recruitment process and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

In the event of a large number of applications, we reserve the right to undertake the following processes:


  • An automated online test where a benchmark must be passed to progress;
  • A sift on the lead selection criteria. If this happens, the lead criteria will be the first one listed in the advert.

During the selection process, you may be asked to undertake an additional assessment (such as written test). If this is applicable you will be notified of this when you are invited to interview.



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
Changing and Improving
Making Effective Decisions
Leading and Communicating
Collaborating and Partnering
Managing a Quality Service
Delivering at Pace

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

There is 1 interview stage for this vacancy.

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.