82679 - Deputy Private Secretary in Private Office and Parliament

£45,824 - £50,039
1
12 Months
London
London
102 PETTY FRANCE (MOJ) LONDON, SW1H 9AJ
SEO
SEO
Permanent
Full Time
Administration / Corporate Support, Governance, Policy, Secretarial

The Private Office and Parliament Directorate is recruiting permanently for SEO Deputy Private Secretaries. This campaign is being run externally and so is open to all who consider themselves suitable for the roles and meet the eligibility criteria in the wider advert within Civil Service Jobs.

Location:

Successful candidates will need to be based at 102 Petty France, London.

Ways of Working

This role is available on a full-time basis only.

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

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

If you are already a civil servant and are successful in an external recruitment competition for a role with us, your starting pay will be the better of:

  • promotion terms or transfer terms, as appropriate; or
  • pay on appointment arrangements (minimum of pay range)

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 Private Office

The Ministry of Justice’s Private Office and Parliament Directorate is a supportive and collaborative group. It is also a busy and interesting place to work – it is the interface between Ministers, the rest of the Department and Whitehall.

The Department is at the forefront of the Government’s programme to tackle serious crime and support victims. It is also central to the Government’s legislative programme, with four Bills currently before the House. As a Deputy Private Secretary you will play a key role supporting Ministers to deliver the reforms and legislation that the Secretary of State has set out, working in a fast-paced and exciting environment where strong team working is required. You will gain invaluable experience working at the heart of the decision-making process, working directly with the ministers, special advisers and senior officials across the Department and with external stakeholders, on a range of stimulating portfolios.

Deputy Private Secretary - The role

Working within a busy, dynamic and friendly team, the successful candidate will be a credible source of advice to Ministers; will coordinate and prioritise their portfolio responsibilities; anticipate and resolve issues – escalating when necessary; and support their respective Head of Office or Head of Desk. The post holder will develop an in-depth understanding of their wide-ranging policy brief which covers areas across the justice system. They will also play a wider leadership role across private offices, ensuring the smooth running of the division. Roles are available across Private Office and you may be working for any of our Ministers.

Tasks and Responsibilities

  • Provide high quality advice and support to the Minister, driving forward their priorities and supporting policy, parliamentary and media work.
  • You will be comfortable with working independently and are able to manage and prioritise a significant number of reactive and proactive tasks.
  • Building effective working relationships across the department to provide leadership and an effective channel of communication for the Minister with other private offices, the Department, the rest of Whitehall, Parliament and the public.
  • Using your relationships, judgement and understanding of the wider context to support the Minister in their work and to add value to the process and substance of decision making, ensuring financial and ethical probity. You should be engaging, trustworthy and unafraid to challenge peers and senior colleagues.
  • Responding to and approving drafts of ministerial correspondence ensuring we meet our performance targets.
  • You will support the Grade 7 Private Secretary/Head of Office in the effective management of the team and there may be line management opportunities.

Skills and Experience

Essential:

  • The ability to work at pace on a range of competing priorities, while remaining calm under pressure.
  • The ability to work flexibly and quickly develop expertise on new policy areas and exercise judgment to advise Ministers.
  • Excellent communication and interpersonal skills and the ability to motivate people at all levels.
  • A willingness to grasp new challenges, adapt to changing circumstance and deliver at pace.

Desirable:

  • Previous experience of working closely with Ministers
  • Previous experience working in related policy areas

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.

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.

Successful applicants will then be invited to an interview, testing both behaviours and strengths.

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):

  • Delivering at Pace

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 Delivering at Pace. 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 in person.

During the panel interview, you will be asked behaviour-based questions to explore in detail what you are capable of, and strengths-based questions to also explore what you enjoy, and your motivations relevant to the job role.

There is no expectation or requirement for you to prepare for the strengths-based questions in advance of the interview, though you may find it helpful to spend some time reflecting on what you enjoy doing and what you do well.

You can refer to the CS Strengths dictionary for more details:  Success Profiles - Civil Service Strengths Dictionary (publishing.service.gov.uk)

In addition to the Behaviour(s) listed in the application form, you will be asked by the interview panel to provide examples of how you meet the additional behaviours listed below.

  • Delivering at Pace
  • Communicating and Influencing
  • Managing a Quality Service
  • Changing and Improving

We will also ask candidates at interview to deliver a 5 minute presentation on the following topic: “What makes an excellent private secretary?”

Interviews are expected to take place in January 2024.

At interview stage, if candidates do not score high enough to be appointed to a current vacancy, but have passed the minimal requirements, they could be offered a similar role within the Directorate at the same grade or grade below.

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.

Contacts: Conor McMahon Conor.McMahon@justice.gov.uk and Ben Street ben.street@justice.gov.uk

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 are expected to take place in January 2024.

09/01/2024, 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 - 82679.

Contact Information  

Conor McMahon Conor.McMahon@justice.gov.uk and Ben Street ben.street@justice.gov.uk

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
Delivering at Pace - 250 word limit
Experience
CV
A sift based on the lead behaviour, Delivering at Pace, 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
Delivering at Pace
Communicating and Influencing
Managing a Quality Service
Changing and Improving
Strengths may also be assessed at interview but these are not shared in advance.
Additional Assessment(s)
Presentation
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.

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.