27686 - Diary Manager

£25,893 - £29,729
2
12 Months
London
London
102 PETTY FRANCE (MOJ) LONDON, SW1H 9AJ
EO
D
Fixed Term
For a period of up to 2 years
Full Time
Administration / Corporate Support

Her Majesty’s Court and Tribunals Service is an agency of the Ministry of Justice and provides the supporting administration for the judiciary across England and Wales. It presently delivers services to the public directly in court and tribunal buildings, remotely via business centres and through limited services via the internet. HMCTS’s ambition is to improve the services we deliver to the public directly in court and tribunal buildings, design new Courts & Tribunals Service Centres to deliver a national business and enhance our digital on-line services.

HMCTS is embarking on a period of significant change, funded by an investment of £1bn, which will see the organisation transform over the next 5 years to deliver a world class justice system.

HMCTS Reform 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.

As part of the Reform Programme, you will be at the forefront of facilitating and implementing change in our world-leading justice system. The Programme is ambitious and we need resilient, resourceful and adaptable people to make it happen. This is an opportunity to gain fantastic experience in a major transformation programme, develop a range of effective business skills and play a key role in how justice is delivered in this country.

The People and Cultural Transformation (PaCT) Programme has been established to lead the design, development and implementation of a range of integrated people solutions which enable HMCTS to transform the way it operates to deliver better and more efficient service to customers and business users.

Diary Manager – People and Cultural Change Programme (PaCT)

As the Diary Manager your key purpose is to enable the smooth running of the Programme Director/s and Programme Managers Office by providing administrative support through diary management processes, and the co-ordination of diaries and meetings on their behalf.

This role will give you a fantastic opportunity to work closely with a range of internal stakeholders within the Reform Programme at the heart of change, to learn how a large and complex portfolio operates as well as develop a broad range of effective business skills and a variety of exemplar project management techniques.

Key Requirements:

Administration

  • Manage the diary for the Programme Director ensuring that their calendar is kept up to date.
  • Plan and prioritise routine work, and process items that require attention of the Programme Director or Programme Manager.
  • Ensure the effective preparations for meeting by printing papers and commission briefings from other members of HMCTS Change Directorate staff 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 in line with MoJ policy.
  • Attend meetings as required 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.
  • Oversee the development and management of departmental administration, processes, records and systems.

Communications

  • Ability to produce clear and concise drafts.
  • Effectively engage with the relevant people to obtain the most accurate information and get advice when unsure of how to proceed.
  • Foster effective working relationships with a wide range of colleagues and stakeholders within and outside of HMCTS, including the CEO’s office, other Directors’ offices, Ministers’ Private Offices, and Judicial Office, demonstrating good team working and communication skills.

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.

Essential Criteria:

To be successful in this role, you should have the following:

  • Skilled in the Microsoft office suite (specifically Excel, Word, Outlook and PowerPoint)
  • Experience of diary management and arranging meetings / preparing papers
  • A strong communicator, able to communicate messages clearly to a range of audiences at all levels – both verbally and in writing
  • Strong organisational skills and ability to prioritise work
  • The ability to build productive working relationships quickly and to engender confidence with colleagues and stakeholders
  • Experience of managing conflicting priorities in a fast paced, constantly changing work environment to achieve successful outcomes

Desirable Criteria:

  • Experience of working in government and / or the wider public sector
  • Experience of taking minutes and/or drafting meeting documents
  • Experience of working with financial budgets and forecasts within large programmes

Application

Whilst completing your application, you will be asked to submit a CV and complete an “Overall Statement of Suitability”. Here, you will need to demonstrate (in a maximum of 750 words) that you have solid experience in providing a senior leader with the necessary support to enable them to lead a high-profile team while delivering fast paced, demanding objectives; help them manage their time and appointments and their relationships with complex stakeholders. We are looking for someone that is organised, can build relationships and their own networks, be assertive, kind and supportive, a fantastic problem solver with loads of initiative. We are also looking for specific experience in relation to the ‘Essential Criteria’. Please attach this to your CV.

Fixed Term Appointment

This appointment will be made on a fixed term basis, due to the time limited nature of the Reform Programme. For existing civil servants, whilst the role itself is time limited, at the end of the fixed term period, you will retain your permanent status but will be placed on the re-deployment register. Successful appointment on promotion will secure this grade on a permanent substantive basis.

Secondments and loans will be considered on an individual basis.

Whilst completing your application, you will be asked to submit a CV and complete an “Overall Statement of Suitability”. Here, you will need to demonstrate (in a maximum of 750 words) that you have solid experience in providing a senior leader with the necessary support to enable them to lead a high-profile team while delivering fast paced, demanding objectives; help them manage their time and appointments and their relationships with complex stakeholders. We are looking for someone that is organised, can build relationship.

Please remember to bring the appropriate identification documents to the interview.


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.


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.



Interviews expected around 20th August.

18/07/2019, 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 - 27686.

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
Other competency/Experience

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.