82786 - Project Delivery Function Business and Corporate Support

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
National
National
NATIONAL
Please note: Some of our MoJ Office locations, such as our Liverpool Justice Collaboration Centre, require higher levels of National Security Vetting. The MoJ is working to open more Justice Collaboration Centres and Justice Satellite Offices over time. Click here to learn more about where our currently open Justice Collaboration Centres and Justice Satellite Offices are, to identify where you may be based and understand National Security Vetting requirements of each location.
EO
EO
Permanent
Full Time
Administration / Corporate Support, Business Management & Improvement, Programme and Project Management, Secretarial

Directorate: MoJ Project Delivery Function  

Job Title: Business and Corporate Support 

Pay Span or equivalent:  EO

Contract Type: Permanent

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. Project professionals in the MoJ help to improve the government’s ability to protect the public and reduce reoffending, and to provide a more effective, transparent and responsive criminal justice system for victims and the public. The MoJ has the third largest investment portfolio across central government with a range of complex and innovative projects and programmes.

We are currently advertising for a Business and Corporate Support role to join the Project Delivery Function Management Office (PDFMO). This role will provide business and administrative support to the Project Delivery Function (PDF)’s Senior Leaders (SCS) and ensures that calendars are kept up to date through effective diary management and that their time and emails are managed effectively, and important issues are highlighted and prioritised. The successful candidate will be exceptionally organised, with a flexible working approach and demonstrate good judgement and time management to prioritise urgent requests, workflow and key tasks. 

This role is perfect for a confident and dedicated individual who will thrive in a fast paced and dynamic environment. This will be your main responsibility, however alongside this, you will be expected to support the PDFMO with other administrative activities such as event logistics, providing communication across the Function, producing regular reports and monitoring shared inboxes.

In this role you will be the first point of contact for the Senior Leaders (SCS) and through the key tasks of diary and inbox coordination for Senior Management within the PDF, compilation of correspondence and the organisation of meetings and other engagements, you will ensure the smooth running of their private offices and act as an initial contact point for their stakeholders. Therefore, we are looking for someone with strong stakeholder management skills to confidently communicate with a wide range of stakeholders.

As part of this role, you will join the Project Delivery Function Management Office (PDFMO) and have regular interactions with our Senior Leadership team, across both the Function and the 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.

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

Key responsibilities of the role

These may be further shaped and adjusted dependent on business needs and team resources / skills.

Diary management / Private Office

  • Diary Management for Senior Leaders; including calendar management, managing and prioritising multiple demands. Proactively making decisions on which requests/meetings to prioritise. Scheduling, resolving and prioritising meeting requests and conflicts.
  • Inbox Management for Senior Leaders; Monitoring and using sound judgement to action the high volume of emails using the team’s inbox management processes.
  • Planning and managing the Senior Leader’s time and priorities
  • 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 always maintaining strict confidentiality.
  • Arranging travel and accommodation.
  • Administrative support.

Business and Corporate Support

  • Managing and prioritising requests
  • Coordination of team mailboxes, directing queries to the relevant parties
  • Building relationships with a variety on stakeholders on behalf of PDFMO
  • Team admin
  • Monitoring and reporting
  • Building relationships with a variety of stakeholders across organisational boundaries to deliver our outcomes.
  • Room Bookings for corporate events
  • Able to use Microsoft Office tools.

Desirable Experience for the roles

  • Experience of managing the diary of a senior executive
  • Experience of providing a wide range of management support activities
  • Strong verbal and written communication skills with the ability to build effective relationships across teams.

Location & Terms of appointment

This post is advertised nationally but frequent travel will be required to locations where our Major Projects are based.

Your base office location at an MoJ HQ site, Justice Collaboration Centre, or Justice Satellite Office will be discussed if successful, as we do not offer home working contracts. All available sites can be found on this link.

Following the return to offices initiative any MoJ employee based in a MoJ building should be attending the office a minimum of two days a week. Typically, this will be at your base office location at an MoJ HQ site, Justice Collaboration Centre, or Justice Satellite Office. If you are required to travel to another office or site with your project/programme, this will be classed as a day’s office attendance. 

Salary & Grade

EO

New entrants to the Civil Service will be expected to join on the minimum of the pay range and this is non-negotiable.

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

Find Out More - Webinar

We will be holding find out more webinar session for all potential candidates to come and ask questions regarding the role. This will be held on

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 and provide a current CV.

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 in person at an MoJ HQ site, Justice Collaboration Centre, or Justice Satellite Office as stated in the invitation to interview.

The interview will consist of technical competency-based questions and strength-based questions in line with success profiles.

In-tray Exercise

Candidates will also be asked to complete an In-tray Exercise prior to the interview commencing.  Instructions will be sent to candidates directly before 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

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 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 under supervision or assisted others in delivering it.

Governance

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 under supervision or assisted others in delivering it.

Stakeholder Engagement

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 under supervision or assisted others in delivering it.

Assurance

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 under supervision or assisted others in delivering it.

Change Control

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 under supervision or assisted others in delivering it.

Knowledge Management

The ability to 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 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 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 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 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 under supervision or assisted others in delivering it.

Travel

Frequent travel to other sites is required for this post.

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.

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.

Expected: w/c 18th March 2024, candidates who are successful at sift will then be invited for interview and the interviews will take place in person at an MoJ HQ site, Justice Collaboration Centre, or Justice Satellite Office as stated in the invitation to interview.

20/02/2024, 23:55 hours.

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or email Moj-recruitment-vetting-enquiries@gov.sscl.com

Please quote the job reference - 82786.

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

Experience
CV
Technical Skills
Scheduling - 500 word limit
Stakeholder Engagement - 500 word limit
Knowledge Management - 500 word limit
Influencing - 500 word limit

Interview stage assessments

There is 1 interview stage for this vacancy.
Technical Skills
Scheduling
Stakeholder Engagement
Knowledge Management
Influencing
Strengths may also be assessed at interview but these are not shared in advance.
Additional Assessment(s)
In Tray Exercise
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.