81396 - Business Administrator (Executive Officer - 1 role available) - Strategy and Innovation Directorate, Ministry of Justice

The national salary range is £27,223 - £28,613 London salary range is £31,169 - £32,760. Your salary will be dependent on your base location
1
12 Months
London, Yorkshire and the Humber
Leeds , London
102 PETTY FRANCE (MOJ) LONDON, SW1H 9AJ, 5 WELLINGTON PLACE LEEDS, LS1 4AP
EO
EO
Permanent
Full Time, Part Time, Part Time/Job Share, Flexible Working
Administration / Corporate Support, Business Management & Improvement, Strategy

EO Business Administrator  
Strategy and Innovation Directorate

The Strategy and Innovation Directorate (S&I) is recruiting permanently for a Business Administrator (EO) to support the Priority Projects Team (PPT). The campaign is open to current civil servants as well as anyone with an interest and skillset in business administration.

Location:

Successful candidates will have the option to be based at one of the following locations:
1.    102 Petty France, London 
2.    5 Wellington Place, Leeds 

Occasional travel between Leeds and London may be required.
For S&I to meet its evolving business needs all staff are expected to attend their base location (102 Petty France or 5 Wellington Place Leeds) at least 2 days a week. This hybrid working arrangement is not contractual and as a result staff could be asked to attend their base location more frequently.

Ways of Working

At the MoJ we believe and promote alternative ways of working, this role can therefore accommodate:
·    Full-time, part-time or the option to job share
·    Flexible working patterns
·    Flexible working arrangements between base locations, MoJ Hubs and home.

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 

Job Description Overview 

The business administration role is a central part of supporting PPT’s senior management team, as well as the wider team, in the successful administrative functioning of the team’s business. We are looking for a motivated, organised, and adaptable individual to lead the core business and administration function of the team.

The Ministry of Justice (MoJ)

MoJ is one of the largest government departments, employing over 80,000 people (including those in the Probation Service), with a budget of approximately £9 billion. Each year, millions of people use our services across the UK - including at 500 courts and tribunals, and 133 prisons in England and Wales.
Further information can be found at https://www.gov.uk/government/organisations/ministry-of-justice

The Work of the PPT 

The Priority Projects Team (PPT) is a high-profile, friendly, and supportive team working at the heart of the Ministry of Justice’s (MoJ’s) strategy function. We act as an in-house consultancy, working across the whole of MoJ’s policy agenda, helping the department to deliver its highest priorities.  
Each project is unique, fast-paced, and exciting. The team works closely with policy and functional experts across the organisation. Recently our portfolio has included working on criminal legal aid, future delivery strategy, domestic homicide review and prison capacity. 
The team is led by the Deputy Director for Priority Projects Team and consists of four sub-teams, each led by a Head of Portfolio. 

Business Administrator – the role 

The job holder will be responsible for leading the business and administrative functioning of the team, including supporting the senior management team (Deputy Director and Heads of Portfolio) in their roles leading the team. 
We are looking for motivated, organised, and adaptable individuals who are eager to learn and expand their skillset. The role will give you the opportunity to work with lots of stakeholders across MoJ as well as other government departments, including with senior civil servants, and ministerial and private offices.   
You will need to be able to get to grips with the administrative needs of the team, including oversight and tracking of corporate workstreams, team meetings, project administration, and supporting the senior management in successful leadership of the team. You will also have the opportunity to work with a wide range of project teams and therefore gain insight into fast paced strategic project and policy work.  
More specifically, the role will include: 
·    Ownership of administrative tasks for PPT core functions
·    Working across the team to provide administrative support to corporate workstream teams, such as planning away days, tracking corporate activity and supporting the governance around the work 
·    Acting as administrator for project teams on discreet tasks such as meeting notes, supporting teams in the preparation of agendas, stakeholder engagement and arranging meetings 
·    Participating in PPT and Strategy & Innovation corporate work (as well as supporting the administrative oversight of it). This could include wellbeing, diversity & inclusion, mentoring, recruitment etc. 

This is an entry level role that would be well suited to a recent graduate or someone looking to consolidate their business and administrative skills. You will have the opportunity to apply for a Business Administration Apprenticeship to complete alongside the role, should you want to. 

Skills and Experience 
Essential:

·    Excellent planning and organisational skills 
·    Ability to prioritise accordingly, whilst recognising when escalation to seniors is required. This role will require working across a number of different projects and PPT business asks 
·    Excellent written and verbal communication skills
·    Adaptable and motivated, with the ability to positively respond to change 
·    Effective collaboration through team working and team problem-solving
·    Analytical, with the ability to bring together differing views and pieces of work to help with decision making
·    Ability to work at pace 
·    Proficient in the use of basic Microsoft packages Outlook, Word, Excel, PowerPoint

Desirable:
·    Previous experience working in administration / business administration or office / business management is desirable but not essential.

Application process

You will be assessed against the Civil service success profiles framework.

Experience

You will be asked to provide a CV during the application process in order to assess any demonstrable experience, career history and achievements that are relevant to the role.

Behaviours

During the application process you will be asked to provide an example of how you have met the following behaviour (see Annex A for more information):
·    Communication and influencing
·    Making effective decisions
·    Working together

Please also refer to the CS Behaviours framework for more details at this grade:
https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/717275/CS_Behaviours_2018.pdf
Should we receive a large number of applications, we will sift primarily on the lead behaviour of communication and influencing. Successful applicants will then be invited to an interview, testing both behaviours and strengths.

Candidates invited to interview 

Please note that interviews will be carried out remotely. 
During the interview, we will be assessing you on Behaviours and Strengths from the success Profiles framework.
You can refer to the CS Strengths dictionary for more details:  Success Profiles - Civil Service Strengths Dictionary (publishing.service.gov.uk)
Interviews will take place in early January.
Candidates applying from HMPPS should note that the Ministry of Justice does not have the same conditions of employment as HMPPS. It is the candidate’s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful.
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.

Contact information   

Please do get in touch if you would like to know more about the role or what it is like working in our team. 
Leesal Malhan – leesal.malhan1@justice.gov.uk
Charlotte Spence-Jones – charlotte.spence.jones@justice.gov.uk

Annex A - The STAR method

Using the STAR method can help you give examples of relevant experience that you have. It allows you to set the scene, show what you did, and how you did it, and explain the overall outcome.
Situation - Describe the situation you found yourself in. You must describe a specific event or situation. Be sure to give enough detail for the job holder to understand.
·    Where are you?
·    Who was there with you?
·    What had happened?
 
Task - The job holder will want to understand what you tried to achieve from the situation you found yourself in.
·    What was the task that you had to complete and why?
·    What did you have to achieve?
 
Actions - What did you do? The job holder will be looking for information on what you did, how you did it and why. Keep the focus on you. What specific steps did you take and what was your contribution? Remember to include how you did it, and the behaviours you used. Try to use “I” rather than “we” to explain your actions that lead to the result. Be careful not to take credit for something that you did not do.
Results - Don’t be shy about taking credit for your behaviour. Quote specific facts and figures. Explain how the outcome benefitted the organisation or your area. Make the outcomes easily understandable.
·    What results did the actions produce?
·    What did you achieve through your actions and did you meet your goals?
·    Was it a successful outcome? If not, what did you learn from the experience?
 
Keep the situation and task parts brief. Concentrate on the action and the result. If the result was not entirely successful describe what you learned from this and what you would do differently next time. Make sure you focus on your strengths.

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

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.

MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.

All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.

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

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.

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.

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.

Support

  • A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
  • Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
  • For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

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. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.

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.

Interviews expected to take place week commencing 8th January 2024

28/11/2023, 23:55 hours.

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com Please quote the job reference - 81396.


Contact information  

Please do get in touch if you would like to know more about the role or what it is like working in our team.

Leesal Malhan – leesal.malhan1@justice.gov.uk

Charlotte Spence-Jones – charlotte.spence.jones@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.

Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance.

if you feel that your application has not been treated in line with the Civil Service Recruitment Principles, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance

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

Behaviours
Communicating and Influencing - 250 word limit
Making Effective Decisions - 250 word limit
Working Together - 250 word limit
Experience
CV
A sift based on the lead behaviour, Communicating and Influencing, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.

Interview stage assessments

There is 1 interview stage for this vacancy.
Behaviours
Communicating and Influencing
Making Effective Decisions
Working Together
Strengths may also be assessed at interview but these are not shared in advance.

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.