83444 - Diary Manager - Midlands

£27,223 - £28,613
1
12 Months
East Midlands, West Midlands
Birmingham , Boston , Cannock , Chesterfield , Coventry , Derby , Dudley , Hereford , Kidderminster , Leamington Spa , Leicester , Lincoln , Loughborough , Mansfield , Northampton , Nottingham , Shrewsbury , Stafford , Stoke-on-Trent , Telford , Walsall , Warwick , Wellingborough , Wolverhampton , Worcester
BIRMINGHAM CIVIL JUSTICE CENTRE BIRMINGHAM, B4 6DS, BIRMINGHAM CROWN COURT BIRMINGHAM, B4 7NA, BIRMINGHAM MAGISTRATES BIRMINGHAM, B4 6QA, BOSTON MAGISTRATES BOSTON, PE21 6LZ, CANNOCK MAGISTRATES CANNOCK, WS11 1AT, Chesterfield County, S41 7TD, CHESTERFIELD MAGISTRATES CHESTERFIELD, S41 7TW, COVENTRY COMBINED COVENTRY, CV1 2SN, COVENTRY MAGISTRATES COVENTRY, CV1 2SQ, DERBY COMBINED DERBY, DE1 2XE, DERBY MAGISTRATES DERBY, DE1 3JR, DUDLEY MAGISTRATES DUDLEY, DY1 1RY, Hereford County, HR4 9BA, HEREFORD MAGISTRATES HEREFORD, HR1 2HE, KIDDERMINSTER COUNTY COURT KIDDERMINSTER, DY10 1QR, Leicester County, LE1 6HG, LEICESTER MAGISTRATES LEICESTER, LE1 6BT, LINCOLN COMBINED LINCOLN, LN5 7RL, LINCOLN MAGISTRATES LINCOLN, LN5 7QA, LOUGHBOROUGH MAGISTRATES LOUGHBOROUGH, LE11 1AZ, Mansfield County, NG19 6EE, NORTHAMPTON COMBINED NORTHAMPTON, NN1 3HQ, NORTHAMPTON MAGISTRATES NORTHAMPTON, NN1 3EB, Nottingham County, NG1 7EJ, NOTTINGHAM CROWN NOTTINGHAM, NG1 7EL, NOTTINGHAM MAGISTRATES & AIT NOTTINGHAM, NG2 1EE, SHREWSBURY COUNTY COURT SHREWSBURY, SY1 1NA, SHREWSBURY CROWN SHREWSBURY, SY2 6LU, SHREWSBURY MAGISTRATES SHREWSBURY, SY2 5NX, STAFFORD COMBINED STAFFORD, ST16 2QQ, STAFFORD MAGISTRATES STAFFORD, ST16 3DW, STOKE ON TRENT COMBINED STOKE ON TRENT, ST1 3BP, STOKE ON TRENT MAGISTRATES' COURT STOKE ON TRENT, ST4 3BX, Telford County, TF3 4JP, TELFORD MAGISTRATES TELFORD, TF3 4DE, WALSALL MAGISTRATES WALSALL, WS2 8HA, WARWICK COMBINED WARWICK, CV34 4RB, WARWICKSHIRE JUSTICE CENTRE LEAMINGTON SPA, CV32 4EL, WELLINGBOROUGH COUNTY COURT WELLINGBOROUGH, NN8 4NF, WOLVERHAMPTON COMBINED WOLVERHAMPTON, WV1 3LQ, WOLVERHAMPTON MAGISTRATES WOLVERHAMPTON, WV1 1RA, WORCESTER COMBINED WORCESTER, WR1 1EQ, WORCESTER MAGISTRATES WORCESTER, WR1 3QZ
EO
EO
Permanent
Full Time, Part Time, Part Time/Job Share, Flexible Working
Administration / Corporate Support

This post can be based at any HMCTS site within the Midlands region. The base will be agreed upon appointment.

We are looking for a candidate to provide high quality, effective support to the Delivery Director and senior leadership team, through proactive diary management, commissioning papers and briefings and management of directors’ emails.

Standard full time working hours are 37 hours per week. HMCTS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs and are agreed prior to appointment. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.  

New recruits to the Civil Service joining MoJ are expected to join at the band minimum.
Existing Civil Servants applying on promotion will usually be appointed on the salary minimum of the pay band or with an increased salary of 10% on their existing base salary (restricted to the new pay band maximum), whichever is the higher.
Existing Civil Servants moving at the same grade will retain their existing remuneration package.

HM Courts and Tribunals Service

Directorate: Courts and Tribunals Operations Directorate

Job Title: Diary Manager to Midlands Delivery Director

Pay Span or equivalent:  Band EO

Duration of Post: Permanent

Working Pattern: Full Time, Part Time, Flexible working

Background

About HMCTS:

HM Courts and Tribunals Service (HMCTS) is an agency of the Ministry of Justice (MoJ) and provides the supporting administration for the judiciary across England and Wales. We have approximately 17,500 employees working primarily in operations (delivery of services) and HQ functions. HMCTS delivers services to the public directly in court and tribunal buildings, remotely via business centres, and through limited services via the internet.

HMCTS has embarked on a period of significant change, funded by an investment of £1bn, which will see the organisation transform over the next 5 years to deliver a world class justice system. We are improving the services we deliver to the public directly in court and tribunal buildings, designing new Courts & Tribunals Service Centres to deliver a national business, and enhancing our digital services. This is a once in a generation opportunity to transform the service in a manner that provides an improved user experience at reduced cost to the taxpayer. It will contribute to consolidating the UK’s position at the forefront of an increasingly competitive international legal market as well as ensuring access to justice for all.

You can read more about HMCTS reform programme online: https://www.gov.uk/government/news/hmcts-reform-programme

Main purpose of the role:

The Diary Manager to the Midlands Delivery Director is a critical role within the Midlands. Reporting to the Delivery Director’s Business Manager, you will be expected to work effectively with senior colleagues within HMCTS, the Ministry of Justice and wider Government.

Working closely with the Delivery Director, Senior Leadership Team and Regional Support Unit, the role will be fast-paced, challenging and rewarding.

The successful candidate will need to be organised, assertive and confident with the ability to prioritise a busy workload and work at pace. Excellent communications skills and the ability to remain calm and reliable under pressure are essential.

The main duties of the role are:

  • To have overall responsibility for the management of the Delivery Director’s diary and to enable the smooth running of their day-to-day activities.
  • To ensure that the diary is updated immediately as meetings are arranged, changed or cancelled, ensuring that all details are accurate; to keep the Delivery Director and all interested parties advised of any changes in a timely fashion.

Use own judgement to manage conflicting diary engagements and find ways of resolving them; to process all meeting invitations, planning ahead to ensure effective use of the Delivery Director’s time in line with their priorities.

  • To arrange and co-ordinate all necessary details of all of the Delivery Director’s visits, including all travel and hotel bookings, and to ensure that the Delivery Director is fully briefed.
  • Set up systems to track and monitor action points from meetings, ensuring these are followed up and resolved using appropriate means of escalation.
  • Attend meetings to take minutes/notes as required by the Delivery Director.
  • Ability to produce clear and concise drafts at pace, with support of Business Manager.
  • Supporting inbox management alongside the Business Manager, including arranging all internal/external meetings, booking rooms and equipment, issuing calendar invites, preparing agendas and papers.
  • Foster effective working relationships with a wide range of colleagues and stakeholders within and outside of HMCTS. Demonstrating good team working and communication skills.
  • Effectively engage with the relevant people to obtain the most accurate information and get advice when unsure of how to proceed.

Other duties

The post holder is required to work in a flexible way and undertake any other duties reasonably requested by line management which are commensurate with the grade and level of responsibility of this post.

Essential skills/expertise

  • Skilled in the Microsoft office suite (specifically Excel, Word, Outlook and PowerPoint)
  • Experience of diary management and arranging meetings / preparing papers
  • A strong communicator, able to communicate messages clearly to a range of audiences at all levels both verbally and in writing
  • Strong organisational skills and ability to prioritise work
  • The ability to build productive working relationships quickly and to engender confidence with colleagues and stakeholders
  • Experience of managing conflicting priorities in a fast paced, constantly changing work environment to achieve successful outcomes
  • Strong stakeholder management skills, with ability to work confidently with senior officials;

Desirable Criteria:

  • Experience of working in government and/or the wider public sector
  • Experience of taking minutes and/or drafting meeting documents
  • Previous experience of managing a diary for a senior official.

Opportunities for development

This is an excellent opportunity to gain experience of working with senior management and being exposed to a broad range of work. 

Other duties

The post-holder is required to work in a flexible way and undertake any other duties reasonably requested by line management which are commensurate with the grade and level of responsibility of this post.

Location of Post

The successful candidate can be based at a suitable location within the region and is suitable for hybrid working. Some travel will be required, to other venues across the region in line with business needs.

Key Civil Service Behaviours                                

You will be required to provide evidence of the following Behaviours at Level 2.

Effective Behaviour
People who are effective are likely to…

Making Effective Decisions 

•    Demonstrate accountability and make unbiased decisions 
•    Examine complex information and obtain further information to make accurate decisions 
•    Speak with the relevant people in order to obtain the most accurate information and get advice when unsure of how to proceed 
•    Explain clearly, verbally and in writing, how a decision has been reached 
•    Provide advice and feedback to support others to make accurate decisions 

Communicating & Influencing


•    Display enthusiasm around goals and activities – adopting a positive approach when interacting with others 
•    Listen to, understand, respect and accept the value of different views, ideas and ways of working 
•    Express ideas effectively, both orally and in writing, and with sensitivity and respect for others 
•    Confidently handle challenging conversations or interviews 
•    Confront and deal promptly with inappropriate language or behaviours, including bullying, harassment or discrimination 

Delivering at Pace    

•    Create regular reviews of what and who is required to make a project/activity successful and make ongoing improvements
•    Be interested and positive about what they and the team are trying to achieve
•    Take ownership of problems in their own area of responsibility
•    Remain positive and focused on achieving outcomes despite setbacks
•    Check own and team performance against outcomes, make improvement suggestions or take corrective action when problems are identified
•    Set and achieve challenging goals and monitor quality

How to Apply

Further information on Success Profiles and the required standards for this post can be found at:

https://www.gov.uk/government/publications/success-profiles                    

Please note, interviews are likely to be conducted via Microsoft Teams.

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.

Candidates who pass the application process will be invited to attend a virtual interview via Microsoft Teams.
Candidates who are invited to interview will be expected to make themselves available for interview expected W/C 19/02/2024.

02/02/2024, 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 - 83444.

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 - 500 word limit
Making Effective Decisions - 500 word limit
Delivering at Pace - 500 word limit
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
Delivering at Pace
Strengths may also be assessed at interview but these are not shared in advance.
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.