26648 - Business Support Officer / Project Assistant

These positions are available for external applicants as well as existing civil servants on level transfer or promotion. Please note that successful applicants not currently civil servants will be expected to start with a salary corresponding to the bottom of the pay band.

It is an extremely exciting time here at HM Courts and Tribunals Service. We are currently undertaking a first-of-its-kind Change Programme aimed at delivering pioneering judicial services that better serve the public, and with over £1 Billion of funding this is the most ambitious programme of its kind anywhere in the world.

The Programme includes modernising the court estate, utilising the latest technology to digitise services where appropriate, speeding up and streamlining working practices, refurbishing buildings to reduce maintenance costs and provide much improved services for service users, especially vulnerable witnesses and victims.

As part of the Change Directorate 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.

Can you deliver in a fast-paced environment that is changing constantly? Does developing pioneering new services focussed on the end-user excite you? If so, please read on and apply today.

Key Responsibilities:

The key purpose of this role is to provide front desk operational and administrative support to HMCTS staff working within Aldgate Tower.

The position will involve close contact with colleagues in facilities management and project teams, allowing you to develop your career in these areas. The successful candidate will be the main contact point for all activities in relation to the reception area and floor management.

• Manage meeting room bookings centrally and ensure effective use of rooms to meet the needs of site based colleagues
• Deal with requests promptly, organise meetings and manage conflicting requests to successful outcomes
• Organise building entry passes and other necessary onboarding procedures for new employees including organising photos and liaising with security and estates teams
• Track pass allocation ensuring return of passes no longer required
• Act as fire warden and qualified first aider for the business, we will support your development and training
• Screen and filter facilities enquires and requests, handling them directly or referring them to an appropriate source
• Oversee the development and management of building floor administration, procedures, processes, records and systems, particularly when large numbers of visitors are attending
• Record and action all issues / risks identified, as well as organising completion of required risk assessments
• Responsible for stationery ordering and maintain supply levels
• Oversee post collection, distribution list updating, and the equitable allocation of lockers
• Collaborate with colleagues in the project support/management office and develop your skills in this area

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. Occasional travel may be required.

Essential Skills

• Highly motivated self-starter with excellent organisational skills and a proactive nature
• You will be able to influence others by understanding the needs of the business and communicate these effectively through innovative means.
• You will be confident, resilient, resourceful and prepared to learn quickly to deliver high standards
• A natural optimist, with a “can do” approach to solving problems and delivering outcomes.
• Previous experience working with and liaising with senior staff up to Director level
• Previous experience of using MS Office including: Word, Outlook, Excel and PowerPoint and using a variety of online business support tools to book travel / training / meeting rooms etc.

How to Apply

Key Civil Service Competencies

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

Changing and 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

Collaborating and 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

Location of Post

Please see recruitment details. Frequent travel to other HMCTS sites will be required as part of this post.

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.

Secondments and loans will be considered on an individual basis.

Flexible working options

HMCTS offers a flexible working system in many of its offices.

Job Sharing and Reduced Hours

All applications for job sharing or reduced hours will be treated fairly and on a case by case basis in accordance with the MoJ’s flexible working policy and equality policy.

Excess Fares and Relocation Allowances

This job is not eligible for relocation allowances but excess fares may be considered in accordance with MoJ’s excess fares allowance policy.