50294 - Business Support - Diary Manager

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.

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

About the MoJ

The Ministry of Justice is a major government department at the heart of the justice system. We deliver some of the most fundamental public services including courts, tribunals, prisons, legal services, youth justice, probation services, and attendance centres.

The organisation works together with other government departments and agencies to bring the principles of justice to life for everyone in society. From our civil courts, tribunals and family law hearings, to criminal justice, prison and probation services. We work to ensure that sentences are served, and offenders are encouraged to turn their lives around and become law-abiding citizens. We believe the principles of justice are pivotal and we are steadfast in our shared commitment to uphold them.

Our vision is to deliver a world-class justice system that works for everyone in society.

Our four strategic priorities to deliver our vision are:

• A prison and probation service that reforms offenders.
  
• A modern courts and justice system.
  
• A Global Britain that promotes the rule of law.
  
• A transformed department that is simpler, smarter and more unified.
  

For more information on who we are and what we do, please visit: https://www.gov.uk/government/organisations/ministry-of-justice

Background to the Team

Within the Ministry of Justice (MoJ) for the Leadership, Talent & Capability Team in People Group it is our vision to make a Department where leaders inspire; talent is nurtured; diversity is celebrated; and everyone is enabled to be their best.  As a Team we are here to champion leadership excellence, nurture and develop talent to inspire and empower every individual to fulfil their potential.  Through the delivery of high quality, high impact programmes and assessments we strengthen individual and organisational capability, create a pipeline of future leaders and promote a culture of continuous improvement and growth. In our organisation: 

• Leadership is a responsibility we all have regardless of grade.  It is a transferable skill-set that is developed through strategic interventions based on evidence and research.  Leadership is an area we invest in and value and we aim to develop self-sufficient, motivated leaders who inspire.
  
• Talent is recognising skills and expertise in individuals, even when they don’t see it in themselves.  The development of a healthy pipeline of future talent that will service our business needs.  The creation of an environment where talent is consistently, fairly and frequently talked about.
  
• Capability is ensuring we are operating an effective justice system and that our people have the right skills to perform their jobs.  Recognising our strengths and opportunities and investing in priority areas.  Opening opportunities to extend skills, for example through access to apprenticeships, qualifications and online learning.
  

Role Purpose

Your role will be to assist and support the Divisional Director and work in collaboration with the Senior Leadership Team to provide high-quality diary management and support function, to ensure that the MoJ is a department where leaders inspire; talent is nurtured; diversity is celebrated; and everyone is enabled to be their best.  

This includes:  

• Maintaining organisation of meetings and events for the Divisional Director and Senior Leadership Team. 
   
  
• Responsibility for the effective and efficient management of the Senior Leadership Team’s diaries, making decisions surrounding prioritisation and managing time pressures and workloads. 
   
  
• Support the wider work of the team by leading on a range of administrative tasks such as tracking reward and recognition spend and managing communication channels. 
   
  
• Striving for excellence in a dynamic and creative way, open to working in a collaborative, iterative way that gets the best from the team whilst working at pace.   

Main Activities / Responsibilities

The job holder will be required to undertake the following duties and responsibilities:

• Delivers quality customer service; working to set clear diary principles such as ensuring that appointments have clear objectives / outcomes, any supporting papers are commissioned and collated in advance, prep time is planned in advance where required and actions are documented.    
  
• Managing the Divisional Director’s and Senior Leadership teams schedule and arranging meetings to ensure sufficient time for priorities, travel, desk-time and breaks. Arranging travel and accommodation when necessary in line with budgetary limitations in a cost-effective manner.  This will include balancing conflicting appointments and suggesting delegation of meetings where appropriate. 
  
• Liaise professionally and confidently, fostering effective working relationships with various stakeholders within and outside of the MoJ, including MoJ Press Offices, Ministers’ Private Offices, building strong relationships through collaboration and open, clear communications.   
  
• Manage an effective working relationship with the Divisional Directors and the Directorate’s senior management team. Attend meetings where necessary, including at times being responsible for the recording of minutes and actions.  
  
• Ensuring the Divisional Director and senior leaders are well prepared for meetings; preparing and producing documents, meeting and greeting visitors and ensuring security are informed, where necessary.  
  
• Managing multiple sources of workflow from different inboxes, ensuring that tasks are picked up and actioned in a timely manner with any necessary reporting or follow up completed, including managing specific folders within the Divisional Directors inbox.   
  
• Undertake administrative tasks as required i.e. creating power point presentations, co-ordination of team meetings, updating contact lists and organisation charts and other tasks that support the Senior Business Manager.  
  
• Data analysis and collation in support of the team, often including tracking of processes and tasks.   
  
• Comply with all information governance requirements, including the General Data Protection Regulations. 
• Providing a high level of cover in the absence of the Senior Business Manager, including inbox management and handling.   

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 undertake additional tasks commensurate with their grade. 

Person specification:

Essential: 

An understanding and recognition of the varied roles and responsibilities across the MoJ and developing people to be their best in order to deliver a world class justice system. 
 
Track record of building and maintaining lasting stakeholder relationships. 
Knowledge of MS packages including Outlook and Teams. 
Experience of working in a flexible, agile environment, working to tight deadlines and ability to plan ahead to meet changing operating requirements. 
 
Skills:  Teamwork and collaboration; leadership, professionalism and strong work ethic. 
Strong time management, organisational and planning skills, interpersonal skills, presentation skills, oral and written communication skills. 
Utilise a high degree of autonomy and requires an individual who works with a flexible, can-do attitude.   
 
Desirable: 

Experience of working in a fast-paced and challenging environment and with Senior Leaders 

Qualifications:

There are no specific academic or professional accreditations required for this role.

Success Profiles Behaviours:

• Managing a Quality Service
  
• Delivering at Pace
  
• Making Effective Decisions

If you require any assistance please call 0845 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com

Please quote the job reference - opportunity.id.