46186 - Business Support Officer

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.

Background:

Every year, millions of people seek justice in our courts and tribunals, and we are here to ensure anyone in need of our courts and tribunals receives a service that suits their needs.

We have a brand with an outstanding heritage and history, and we want to build on this by updating and modernising to ensure we align our service with the society we serve. In recognition of this, HMCTS gained £1 billion of funding in the last Government Spending Review for a root and branch ‘Reform’ of our services. We are now in the process of putting our plans into action and delivering.

We are focused on radically improving the customer journey for all, to ensure that they do feel like a customer.  For HMCTS, the changes we are making will reduce our own costs and remove service failure from our system, allowing us to put resources where they matter most.

The User Experience and Insight division in HMCTS is working with all parts of the organisation to support and enable the business to design and deliver services that meet user needs, to promote access to justice and to continually improve the user experience.

This is a once in a generation opportunity to help transform how justice is delivered in England and Wales - by ensuring that the needs of the public are kept at the heart of reform. This challenging but rewarding environment will give you the opportunity to have significant and lasting social impact.

Role Purpose:

The successful candidate will have a track record of fostering and maintaining good relations with a wide range of people. They will provide support and diary management to the Deputy Director and support the component parts of the division, promoting a quality service. They will play a central role in maintaining engagement and provide comprehensive support for all across the division working with workstream leads in managing divisional meetings and providing administrative support for engagement activities.

This work will be a challenging role and offers a wide range of opportunities to develop your experience whilst supporting the teams making a real difference to services for millions of citizens. You will join a team dedicated to developing your skills and career.

Location of Post:

The successful candidate will be required to travel to London, however base location can be flexible. Travel to other HMCTS sites may also be required as part of these working arrangements. In line with the department’s policies, travel and subsistence and, where appropriate, overnight accommodation will be available in line with organisational policies.

Key Responsibilities (Band D):

• Support the Deputy Director by managing the diary, organising meetings and agendas and papers in a digitally focused way. Ensure that day-to-day business for the Deputy Director is well-organised and appropriately prioritised
• Resolve conflicting requests for meetings and prioritise using own initiative
• Provide administrative and business support to the Deputy Director, including booking meeting rooms, travel booking, hotel booking etc
• Be a key point of contact for any interaction with the Deputy Director
• Contribute to key reporting activities, such as directorate COVID reporting
• Provide support to line managers in ensuring all new starters have the appropriate equipment requires when they start
• Co-ordinate and play a proactive part in divisional Employee Engagement activities
• Provide administrative support in the divisional reward and recognition scheme
• Co-ordinate regular all division team meetings both virtually and face to face as necessary
• Provide assistance and co-ordination for colleagues to return to the office environment when the appropriate time arises

Other duties

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.

Essential Skills, Knowledge & Experience:

We’re looking for a highly motivated person who also meets the following essential criteria:

• Good level of MS365 offering effectively including MS Teams, Excel knowledge and expertise
• Manage and facilitate team and divisional training sessions
• Liaise with colleagues to ensure the Induction process and information is up to date
• Work unsupervised and be adaptable to changing timelines and demands
• Prioritise work against competing priorities in a fast-paced environment focused on timely and accurate delivery
• Work collaboratively with a range of stakeholders both internal and external to HMCTS
• Organise own workload to meet agreed deadlines

Application Process:

To apply for this position please complete the online application form, ensuring you submit the following three application documents:

• A 500-word statement of suitability which demonstrates your suitability against the Key Responsibilities and Essential Skills, Knowledge & Experience outlined above.
• A 250-word statement for the following Success Profile Behaviour (Level 2):

• Working Together

Further information on Success Profiles and the required standards for this post (Level 2) can be found at: https://www.gov.uk/government/publications/success-profiles        

Should you be successful at the application stage you will be invited to interview. The Success Profile Behaviours listed below will also be tested at interview stage:

• Working Together
• Managing a Quality Service
• Communicating & Influencing
• Delivering at Pace

Interviews may be conducted by video conference or in person.  

If we receive applications from more suitable candidates than we have vacancies for at this time, we may hold suitable applicants on a reserve list for 12 months, and future vacancies requiring the same skills and experience could be offered to candidates on the reserve list without a new competition.

We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. To find out more about how we champion diversity and inclusion in the workplace, visit:

https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity

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.

Terms & Conditions:

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.  Successful appointment on promotion will secure this grade on a permanent substantive 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.

HMCTS 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 is 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

HMCTS is committed to staff development and offers an extensive range of training and development opportunities.

Reward & Recognition Scheme

Potential to secure up to £2,500 per financial year from individual / team awards for exceptional performance

Employee Discount Scheme

Provides discounts and offers for many high street and bespoke retailers

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.