22828 - Director’s/DDs Executive Assistant and Programme Support
About the Government Finance Function: With the current financial climate and the Government’s long term economic strategy, Government Finance has a crucial role to play in enabling sustainable reductions in spending whilst managing risks to deliver essential public services. The Government Finance Function vision is that “finance is at the heart of decision making in Government - driving the agenda, not just keeping score”. The function is led by Mike Driver (Head of Government Finance Function and CFO, MoJ) and James Bowler (DG Public Spending, HMT), supported by central Finance Function teams under the leadership of:
- Jacinda Humphry - Director for Finance Transformation: based in MoJ.
- Veronica Povey - Deputy Head of the Function: based in HM Treasury.
- Mark Ripley - Director for Risk and Assurance: based in MoJ.
About the Finance Transformation Directorate: The Finance Transformation Directorate (FTD) is based in the Ministry of Justice and has brought together already successful teams that have been instrumental in delivering the Government Finance Operating Model, Global Finance Design Principles, Centres of Excellence and Knowledge Networks over the past few years.
The FTD has responsibility for developing and delivering cross-functional transformation activity as well as supporting the central finance function teams to develop a more programmatic approach to organise and prioritise existing resources. The team plays a key role in leading centrally driven change activity, and supporting others across Government to deliver projects and priorities on behalf of the Finance Function.
The FTD works closely with other Functions (particularly HR & Commercial) as well as Government Shared Services to ensure alignment of activity and outcomes and cross-cutting collaboration. Working in FTD offers exciting opportunities for exposure across Whitehall and the chance to work and influence at the highest levels of the Civil Service.
The Role: Working across the Finance Transformation Directorate, the post holder will provide a comprehensive administrative function for the two deputy directors/the director, and to provide secretariat and programme support for a range of boards, steering committees and working groups.
Key accountabilities/deliverables:
Diary Management
- Daily diary management – ensuring the D/DDs time is maximised, meetings are appropriate and ‘Add Value’ – tailor approach to D/DDs specification (to be agreed).
- Plan contingencies into the diary, arranging and moving meetings at short notice when required to enable the D/DD to have any required flexibility.
- Prepare supporting papers for meetings as appropriate (daily e-folders)
- Ensure papers for meetings are commissioned and received 48 hours in advance where possible.
Email Management
- Monitor and prioritise D/DD email inboxes as agreed with individuals, alerting D/DD to any urgent matters.
- Monitor action points from key meetings and collate responses where appropriate from emails and correspondence.
- Effectively manage the archiving of D/DDs emails and papers, as agreed with individuals.
- Maintaining confidentiality and handling information of a political and sensitive nature in a professional manner.
- Manage group communications
General Administration
- Arrange travel/tickets/timetables for the D/DD ensuring value for money in every transaction.
- Maintain up to date knowledge of the D/DDs business, facilitating diary meetings and ‘forward looks’ where required.
- Collaborative working with other support staff in D/DDs Team
- Engage directly in understanding the business, participating in regular one-to-one discussions with D/DD to seek regular feedback.
- Lead Knowledge and Information practice across the team
- Administrative support for various boards, steering committees and working groups (for example, the weekly cross-team Transformation Working Group)
- Proactively engage in other areas of the business and ensure that opportunities for growth are taken
Key Requirements for the Role:
Making Effective Decisions:
- Examine complex information and speaking with the relevant people in order to obtain further information and get advice to make accurate decisions.
- Monitor the storage of critical data and information to support decision making and conduct regular reviews to ensure it is stored securely, accurately, confidentially and responsibly.
Collaborating and Partnering:
- Demonstrate interest in others and develop a range of contacts outside own team to help get the job done
- Actively encourage team working, changing 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
Managing a Quality Service:
- Explain clearly to customers what can be done and the rationale for why it’s necessary
- Work with team to set priorities, create clear plans and manage all work to meet the needs of the customer and the business
- Identify common problems or weaknesses in policy or procedures that affect service and escalate these
- Take initiative to suggest ideas for improvements, sharing this feedback with others in a constructive manner
Delivering at Pace:
- Create regular reviews of what and who is required to make a project/activity successful and make ongoing improvements
- Take ownership of problems in their own area of responsibility
- Remain positive and focused on achieving outcomes despite setbacks
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 salary sacrifice arrangements for childcare vouchers, and voluntary benefits such as retail vouchers and discounts on a range of goods and services.
- 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.
Eligibility
Staff on fixed term appointments must have been recruited through fair and open competition.
19/12/2018, 23:55 hours.
Closing Date: 17th December 2018 at 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 22828
For more information about the role, please call or email Chris Brees from the Finance Transformation Directorate on 07547968853 or chris.brees@justice.gov.uk.
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.
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.