24209 - Senior Personal Secretary to the Director of Security, Order and Counter Terrorism

The Security, Order and Counter Terrorism (SOCT) directorate exists to support HMPPS in its mission to prevent victims by changing lives. We do this by creating the conditions for a firm, stable and secure base on which decent regimes, relationships and rehabilitation can be built. SOCT’s mission is creating the firm base for rehabilitation. The directorate works closely alongside colleagues in the Ministry of Justice and those in the operational field to ensure the most effective and innovative support for security in prisons and probation.

SOCT is made up of approximately 450 people formed of two groups, the Operational Security Group and the National Security Group. The directorate aligns itself across five regions, supporting prisons and probation from bases within their regions. A small London base in 102 Petty France, completes the directorate.

The National Security Group exists to support prisons and probation to effectively manage national security threats, including terrorism and serious and organised crime, as well as corruption: and to ensure that the Agency has the best intelligence to inform its management of all security risks. The Group is made up of 3 units.The Joint Extremism Unit, the National Intelligence Unit and the National Security Delivery Unit.

This Operational Security Group side of the directorate focuses on the operational elements of security and how we apply procedures within prisons to ensure that we remain secure, safe and resilient. This Group also focuses on serious incident management and aims to create learning opportunities from events that happen within prisons and probation. This Group is also made up of 3 separate units. The Operaional Response and Resilience Unit, the Security Risk Unit and Security Projects and Procedures.

Sitting across the groups is the small Corporate Support Team (CST) which manages the corporate, financial, HR and administrative services, making sure that the directorate is supported to deliver its crucial role. It exists to ensure that corporate services are managed consistently across the directorate and to bridge the gap with the HMPPS corporate services Business Partners and the Corporate Services Hub. This post sits within the CST, delivering support to the Director, holding responsibility for workforce planning and getting involved in interesting projects from across the six Units.

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

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

Essential Skills/Qualifications/ Accreditation/Registration

• Organisational knowledge.
• Excellent interrpersonal skills.
• IT Skills in Word/ PowerPoint, Outlook and Excel
• Typing and Audiotyping skills or will have attended a dictation and audio typing course

Closing Date: 26th February 2019 at 23.55 hours

If you require any assistance please call 0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@sscl.gse.gov.uk. Please quote the job reference.