47184 - Diary Manager / Corporate Support

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.

Directorate: MoJ Project Delivery Function

Job Title: Diary Managers/ Corporate Support  

Pay Span or equivalent: Band D

The Ministry of Justice (MoJ) priorities include improving public safety and reducing reoffending by reforming prisons, probation and youth justice, and building a justice system which makes access to justice swifter and more certain for all citizens whatever their background.

We are currently advertising for two Diary Managers/Corporate Support roles to join the Project Delivery Function Management Office (PDFMO). These Diary Manager/Corporate Support roles will provide secretarial and administrative support to the Project Delivery Function (PDF)’s Head of Profession and/or our Chief Operating Officer. Alongside the main responsibility you will be expected to support the PDFMO management with activities such as providing communication between the business, maintenance of central project records and production of regular management reports.

In these roles you will be the primary point of contact and through the key tasks of diary coordination for Senior Management with the PDF, compilation of correspondence and the organisation of meetings and other engagements, you will ensure the smooth running of their office’s.

As part of these roles you will join the Project Delivery Function Management Office (PDFMO) and have regular interactions with our Senior Leadership team, across both the Function and Department, along with stakeholders across government, such as the Infrastructure and Projects Authority (IPA).

You will join a high-performing team who are committed to making a strong investment in the personal and professional development of our people, and you will be supported and encouraged to develop your talent and skills.

Please see the supporting candidate information attachments, this outlines the job description for each of these roles. On appointment you could be placed into either of these roles’ dependant on skill set.

MoJ expects its leaders to show openness, honesty and commitment, and, of course, to deliver results.

Key responsibilities of the roles

• Planning and scheduling

• Monitoring and reporting

• Admin
• Building relationships with a variety of stakeholders across organisational boundaries to deliver our outcomes

• Acting as the first point of contact, using initiative and responding to and/or directing queries to the relevant parties
• Dealing with sensitive issues, acting with diplomacy and maintaining strict confidentiality at all times
• Arranging travel and accommodation once COVID restrictions ease.

• Able to use Microsoft Office tools.

Desirable Experience for the role   

• Experience of managing a diary of a senior executive
• Experience of providing a wide range of management support activities

Location & Terms of appointment

This position will be based out of 5 Wellington Place, Leeds.

This post will require frequent weekly travel to other sites once COVD-19 restrictions are eased.

Salary & Grade

Band D- EO

New entrants to the Civil Service will be expected to join on the minimum of the pay range.

Existing Civil Servants will have their salary calculated in accordance with the Department’s pay on transfer / pay on promotion rules.

Selection and Recruitment Process

Where high volumes of applications are received the initial sift will be completed against the lead competency. If your application progresses to a full sift, all competencies will then be considered. Feedback is not available for those not invited to interview.

Merit List of successful candidates based on location will be retained after this campaign for 12 months.

Application Process

You will be required to complete an application form providing evidence of how you meet the Project Delivery Competencies as per the Project Delivery Capability Framework.

Details on the PDCF can be found on the Infrastructure and Projects Authority pages

Successful candidates will then be invited for interview and the interviews will take place virtually via MS Teams, in line with the current guidance for COVID 19.

In-tray Exercise

On the day of the Interview, candidates will be asked to complete an In-tray Exercise one hour prior to the interview commencing.  Instructions will be sent to candidates directly before to their interview date. This is used to test a candidate’s admin responsibilities and planning tools. This will be one of the key responsibilities of the role

Project Delivery Competencies

You will be required to provide evidence of the following key competencies at the indicated level:

Competencies

Description

Level required

Project Delivery Profession – Technical Competencies

Planning

Planning is the ability to define the fundamental components of an activity in terms of its scope, deliverables, time scales, resource requirements and budget. It also includes the production of broader plans incorporating risk and quality to provide a consolidated overview of the activity.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.

• You can describe the benefits and importance.
• You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

Scheduling

The ability to develop, produce and maintain schedules for activities that take account of dependencies, resource requirements and constraints in order to enable the efficient realisation of benefits.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.

• You can describe the benefits and importance.
• You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

Governance

Governance is the ability to clearly define roles, responsibilities and accountabilities and establish controls and approval routes appropriate to each stage of the project or activity to monitor progress and compliance.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.

• You can describe the benefits and importance.
• You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

Stakeholder engagement

Stakeholder Engagement is the ability to systematically identify, analyse and communicate with stakeholders, using appropriate channels, to ensure all those impacted by the change are engaged, taking account of their levels of influence and particular interests.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.

• You can describe the benefits and importance.
• You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

Assurance

Assurance is the ability to establish, plan and manage reviews at appropriate points during all stages of the activity life cycle to provide evaluations of progress against time, cost, quality, compliance and ongoing viability.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.

• You can describe the benefits and importance.
• You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

Change control

Change Control is the ability to establish protocols to manage and document all requests that alter the scope of an activity or project. This includes, the capture, evaluation and approval or rejection of any requests.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.

• You can describe the benefits and importance.

• You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

Knowledge management

Knowledge Management is the ability identify, share and promote best practices and lessons learned to create a culture of learning and good practice that supports continuous improvement to optimise delivery.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.

• You can describe the benefits and importance.

• You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

Project Delivery Profession – Behavioural/Leadership Competencies

Credible action

The ability to promote the wider public good in all actions and to act in a morally, legally and socially appropriate manner at all times. Challenges unacceptable behaviour.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.

• You can describe the benefits and importance.
• You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

Collaboration

The ability to establish and develop productive relationships with internal and external stakeholders, bringing people together to benefit the Project Delivery Profession.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.

• You can describe the benefits and importance.
• You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

Influencing

The ability to influence, change and impact decisions with both internal and external stakeholders.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.

• You can describe the benefits and importance.
• You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

Resilience

The ability to adapt to changing circumstances and adverse situations whilst remaining calm, reassuring others and

maintaining performance.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.

• You can describe the benefits and importance.
• You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

Flexible working options

MoJ 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.