85447 - Assistant Private Secretary to Director-General, Office of Director General for Performance, Strategy & Analysis, Ministry of Justice
Job Profile
Job Title Assistant Private Secretary to Director-General
Grade HEO (Band C)
Team Office of Director General for Performance, Strategy & Analysis
Directorate Performance, Strategy and Analysis Group
Location and Terms of appointment Role is based in London (MoJ HQ, 102 Petty France).
At the MoJ we believe and promote alternative ways of working. Jobsharers are eligible to apply, but due to the nature of the role it is unsuitable for part-time or flexible working.
Contact Ieuan Marks Venables (ieuan.marks-venables@justice.gov.uk)
Overview
The Performance, Strategy and Analysis (PSA) Group is circa 1,000 people spanning the MoJ’s data, analysis, legal, communications, strategy and innovation and planning and performance functions. Additionally, the DG is providing senior cover for the Digital and directorate. We help to improve MoJ’s impact on outcomes for the public by understanding our performance and developing new insights into how our interventions and public services can improve people’s lives.
About the role
This is an exciting opportunity to be part of a broad DG area, working with senior leaders to drive evidence-based decision making across MoJ. You will be working closely with colleagues across the department to ensure that the DG is fully supported and able to work effectively with the wider group and senior private offices, including ministers and the Permanent Secretary.
The one successful postholders will be self-starters with excellent communication, time-management and people skills, able to manage a demanding workload. You will be supporting the Private Secretary to the Director General as single point of contact to the Data and Analysis directorate, enabling the delivery of a range of key departmental priorities.
We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.
Role and Responsibilities
• Act as single point of contact for the Data and Analysis directorate.
• Manage the DG inbox and correspondence and commissions relating to your policy portfolio, responding in a timely manner.
• Brief the DG and other senior leaders on matters relating to your policy portfolio, communicating in a clear style verbally and in writing.
• Keep the DG’s box up-to-date and present items at daily box meetings.
• Accompany the DG to meetings in your policy area and on external visits, ensuring that he has the necessary supporting materials.
• Serve as Secretariat for key meetings, putting holds in diaries, preparing the agenda and forward look, noting and following up on actions and assisting with the coordination of away days.
• Assist the Head of Office and Private Secretary with the running of the private office.
• Assist the Business Manager with HR, finance and recruitment activities for the private office and wider group as required.
• Work with the Diary Manager to effectively manage the DG’s time.
Essential skills and experience
• Ability to manage a demanding workload and prioritise effectively
• Excellent written and verbal communication skills
• Experience of stakeholder management and ability to build strong working relationships with a diverse range of colleagues
• Role model behaviours expected within the civil service
• Experience of providing secretariat support, including minute taking
• Interest in diversity and inclusion and contributing to the DG group’s corporate activities
Application process
You will be assessed against the Civil service success profiles framework.
Experience
You will need to submit an anonymised CV and Statement of Suitability as part of your application.
Your CV should be no more than 2 pages long and should show us your work history and previous experience. It should be well structured, succinct and written in clear language.
Your statement of suitability should be no more than 750 words and should give us examples of how your skills and experience meet those needed for this role. Consider giving examples that cover all the requirements and use work you have completed to demonstrate your experience.
We will sift based on the CV and Statement of Suitability.
Candidates invited to Interview
Successful applicants at the sift stage will be invited to attend an interview. Please note that interviews will be carried out remotely.
You will be assessed against the Civil service success profiles framework at interview stage, with a focus on your experience and the following behaviours:
• Seeing the Big Picture
• Making Effective Decisions
• Communicating and Influencing
• Delivering at Pace
Please also refer to the CS Behaviours framework for more details at this grade (HEO):
https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/717275/CS_Behaviours_2018.pdf.
Interviews are expected to take place in April 2024.
The MoJ is proud to be Level 3 Disability Confident. Disability Confident is the approach through which we offer guaranteed interviews for all people with disabilities meeting the minimum criteria for the advertised role as set out in the job description.
Contact information
If you have any queries, or wish to discuss the roles, please contact ieuan.marks-venables@justice.gov.uk.
Role and Responsibilities
- Act as single point of contact for the Data and Analysis directorate.
- Manage the DG inbox and correspondence and commissions relating to your policy portfolio, responding in a timely manner.
- Brief the DG and other senior leaders on matters relating to your policy portfolio, communicating in a clear style verbally and in writing.
- Keep the DG’s box up-to-date and present items at daily box meetings.
- Accompany the DG to meetings in your policy area and on external visits, ensuring that he has the necessary supporting materials.
- Serve as Secretariat for key meetings, putting holds in diaries, preparing the agenda and forward look, noting and following up on actions and assisting with the coordination of away days.
- Assist the Head of Office and Private Secretary with the running of the private office.
- Assist the Business Manager with HR, finance and recruitment activities for the private office and wider group as required.
- Work with the Diary Manager to effectively manage the DG’s time.
Essential skills and experience
- Ability to manage a demanding workload and prioritise effectively
- Excellent written and verbal communication skills
- Experience of stakeholder management and ability to build strong working relationships with a diverse range of colleagues
- Role model behaviours expected within the civil service
- Experience of providing secretariat support, including minute taking
- Interest in diversity and inclusion and contributing to the DG group’s corporate activities
Working Arrangements & Further Information
The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.
For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.
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.
MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.
All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.
Flexible working hours
The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.
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.
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.
Eligibility
Staff on fixed term appointments must have been recruited through fair and open competition.
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 moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
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
- To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);
- To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);
- To the Civil Service Commission (details available here)
The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.
You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.
For more information on applying for a role as a candidate with a disability or long-term condition, please see our Disability Confident Scheme Frequently Asked Questions webpage.
We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.
02/04/2024, 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.