25612 - Senior Personal Secretary - HMPPS CEO's Office
Overview of the job
Summary
Support CEO’s delivery of Agency’s key objectives by ensuring calls on the CEO’s time are effectively managed that arrangements for meetings and his visits to Trusts, establishments and abroad are effectively arranged and represent value for money and that communications from the CEO are timely and well presented. The post holder reports to the CEO’s Business Manager but is regularly tasked with work directly by the CEO.
Responsibilities,Activities and Duties
The job holder will be required to carry out the following responsibilities, activities and duties:
- Ensure effective management and use of the CEO’s time, often covering a number of months in advance.
- Organise CEO’s diary; arrange meetings and venues. Including working with Directors and other stakeholders as and when the frequent changes arise due to last minute priorities.
- Source and book the most appropriate and cost effective means of travelling in line with Agency instructions and organize the CEO’s travel and overnight accommodation arrangements.
- The postrholder is one of the (three) day to day contacts for the CEO, dealing with a range of issues on behalf of the CEO, including answering queries , offering advice and arranging meetings.
- Telephone calls to be dealt with promptly and professionally.
- Monitor, print and prioritise ermails in the CEO functional mailbox for his attention and resolution.
- Log hard copy correspondence on the CEO central mail log.
- To provide prompt accurate and well presented work. Type and amend a range of documents and correspondence from audio/manuscript.
- Action out tray including managing the priorities which are identified from the work .
- Papers to be allocated to appropriate files. Able to recall items promptly when requested.
- Maintain a record management and bring forward system that is accessible by other members of the office.
The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require rerexamination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder.
Competencies
When there is a need to recruit to this post, competencies will need to be defined by the Recruiting Manager.
The 4 Competency Framework clusters and their respective 15 competency indicators are shown below:
Setting Direction:
Seeing the Big Picture; Changing & Improving: Making Effective Decisions
Delivering Results:
Achieving Commercial Outcomes; Delivering Value for Money; Managing a Quality Service: Delivering at Pace
Engaging People:
Leading and Communicating; Collaborating and Partnering; Building Capability for All
NOMS Specific Skills and Behaviours:
Achieving a Safe, Decent and Secure Environment; Showing Drive and Resilience; Caring; Persuading and Influencing; Acts with Integrity
In choosing competencies to recruit to, the recruiting manager should select around 4, but no more than 6 competency areas to include in the advert.
There may be additional professional competencies a Recruiting Manager will also need to include if recruiting for one of the designated Civil Service Professions e.g. HR, Health & Safety, Statistical Service, IT.
Please refer to the Civil Service Learning Portal – Professions Page for further details. https://civilservicelearning.civilservice.gov.uk/learning/
NB: you need to be registered on Civil Service Learning to access the portal pages.
Essential Skills/Qualifications/ Accreditation/Registration
Organisational knowledge.
Excellent interrpersonal skills.
IT Skills in Word/ PowerPoint, Outlook and Excel
Typing and Audiortyping skills r will have attended a dictation and audio typing course
Working Arrangements & Further Information
Some of MoJ’s, including HMPPS, 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.
Standard working hours for this post are 37 hours per week excluding breaks which are unpaid.
If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.
The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment.
Benefits
Annual Leave
-The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.
Bank, Public and Privilege Holidays
-You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment
Pension
-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.
Work Life Balance
-HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ
Season Ticket Advance
-After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work
Childcare Vouchers
-HMPPS offers a childcare vouchers scheme. The scheme enables staff to take part of their salary in the form of Childcare Vouchers. This is known as a Salary Sacrifice. The vouchers can then be used to help meet the costs of any form of registered or approved childcare for children aged 0-16. The vouchers are exempt from tax and National Insurance contributions
Training
-HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes
-There are opportunities to access promotion programmes and HMPPS provide a variety of training appropriate to individual posts
-All staff receive security and diversity training and an individual induction programme into their new roles
Eligibility
-All candidates are subject to security and identity checks prior to taking up post
-All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS
-All staff are required to declare whether they are a member of a group or organisation which HMPPS considers to be racist
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.
29/04/2019, 23:55 hours.
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.