81952 - MoJ Security Information Group - Business Coordinator

£31,169 - £32,760 pro-rata
1
12 Months
London
London
102 PETTY FRANCE (MOJ) LONDON, SW1H 9AJ
EO
EO
Permanent
Part Time, Part Time/Job Share, Flexible Working
Knowledge & Information Management

Business Coordinator (Part-time)

Salary:

£31,169 - £32,760, pro-rata

Number of jobs available:

1

Detail of reserve list:

12 Months

Region:

London

City/Town:

London

Building/Site:

102 PETTY FRANCE (MOJ) LONDON, WESTMINSTER, SW1H 9AJ

Grade:

EO

Post Type:

Permanent

Working Pattern:

Part Time, Flexible Working

Role Type:

Knowledge & Information Management

Location & Length of appointment:

This is a permanent part-time post within the Disclosure & Library Team. The successful candidate’s base office location will be 102 Petty France, Westminster, London, SW1H 9AJ.

Disclosure & Library Team staff are expected to attend their base location for at least 40 per cent of their working hours each week. This hybrid working arrangement is not contractual and as a result staff could be asked to attend their base location more frequently.

Travel to The National Archives’ offices at Kew, Richmond, TW9 4DU will be required at least once a month.

Ways of Working:

This role is available on a part-time basis only, contracted for 17 hours per week.

At the Ministry of Justice we believe in and promote alternative ways of working. This role is available as:

  • Flexible working patterns
  • Flexible working arrangements between base location, MoJ Hubs and working from 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

Salary and Grade: This post is at Executive Officer (EO) grade

New entrants to the Civil Service will be expected to join 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.

The Ministry of Justice (MoJ):

MoJ is one of the largest government departments, employing over 90,000 people (including those in the Probation Service), with a budget of approximately £9.5 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 Disclosure & Library Team:

Access to information, and transparency is vital in government organisations, playing an integral role in delivering day to day business outcomes, safeguarding the corporate and historic record, and providing assurance to stakeholders and the public.

At MoJ we believe that knowing what information and records we have and having the right information available at the right time by those who need it or request it is at the heart of providing a world-class over-all justice system.  This is because handling information plays an integral role in delivering our day to day business functions, underpins our policy development and operational delivery, and ensures our legal obligations are met. 

Business Coordinator – the role:

We are looking for one outstanding candidate to become a Business Coordinator working within the Access, Retention & Library Team (AR&L). AR&L is part of the wider Disclosure & Library Team within the Information Services Division (ISD). The postholder will be one of two part-time Business Coordinators responsible for one of the AR&L inboxes. AR&L provides a range of records management as well as library services, including access to historic records, guidance on complying with retention policies as well as a library enquiry service, access to published information (mostly digital) and guidance on complying with copyright law. The postholder will spend the majority of their time (60-75% depending on that week’s priorities) of their time on records management objectives. The remaining time will be split between library, business management and wider corporate objectives. The postholder will often be the first point of contact in the team for criminal justice professionals, legal representatives as well as members of the public. Please be aware that this role does involve a requirement to read case files of criminal court cases. These case files often contain distressing witness descriptions of serious crimes such as murders and sexual offences. 

Job description overview:

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

  • Customer service to be part of a team providing a direct service the Department and sometimes to the public – handling requests for access to historic records, retention queries as well as requesting inter-library loans from other libraries on behalf of the department. The postholder will gain a first-rate knowledge of what the Department does and the information it manages.
  • Stakeholder management – to be responsible for one of the AR&L inboxes. The postholder will liaise with internal and external stakeholders, respond initially to routine requests and allocate requests for information to colleagues. As the postholder gains experience and knowledge, there will be an opportunity to take on some of the more complex enquiries.
  • Business management – to provide business support to the AR&L team, including organising team calendars and arranging meetings.

The postholder may also be required to undertake the following duties and responsibilities as time allows:

  • Publishing – to complete the final preparations and checks of updated Records Retention and Disposition Schedules that are being submitted to Gov.UK for publication and notifying stakeholders when these are published.
  • MoJ Intranet policies and pages – to manage the annual review of ISD policies and intranet pages.
  • Communications – to support the Library service’s communications and campaigns and development of intranet marketing materials.
  • Other – to deputise for the HEO as required and support the SEO with other AR&L tasks or wider corporate tasks.

Skills & Experience:

Essential Skills:

  • A proactive self-starter who thrives on a challenge
  • Takes pride in providing a high-quality service, with a keen eye for detail and delivering high quality work at pace.
  • Enjoy seeking out new opportunities to complete tasks more efficiently and adding value to processes, working with others to develop and deliver shared goals
  • Ability to organise and prioritise workloads to maximise your own productivity
  • Excellent oral and written communication skills
  • Ability to deal with complex/large amounts of information

Personal Development:

There will also be opportunities to take on small projects that benefit the wider team and opportunities to gain an insight into the work of the MoJ as it cuts across all aspects of the Department.  We are looking for someone with excellent collaboration skills, who is approachable, enthusiastic and wanting to deliver a quality service to the Department and its customers.

Security Clearance: The successful candidate requires Security check (SC)

Line Management: This post has no line management responsibility.

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.

We anticipate interviewing in week commencing 22 January

08/01/2024, 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 - 81952.
Security Clearance (SC)

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
Making Effective Decisions - 250 word limit
Delivering at Pace - 250 word limit
Managing a Quality Service - 250 word limit
Working Together - 250 word limit
A sift based on the lead behaviour, Making Effective Decisions, 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
Making Effective Decisions
Delivering at Pace
Managing a Quality Service
Working Together
Any candidate who has been assessed as being appointable to the role they applied for may be offered a similar, lower grade role, if one is available. Furthermore, any candidate who has just missed meeting the criteria for a particular role, may be appointed to a similar role at a lower grade if such a role is available, and if they have been assessed as meeting the criteria for the lower grade role. These appointments will also be made in merit order.

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.

The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment.

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.