84224 - Event Organiser, Judicial College ( Administrative Officer)

£27,000
4
12 Months
London
London
RCJ LONDON, WC2A 2LL
AO
AO
Permanent
Full Time
Operational Delivery

Event Organiser (Administrative Officer)

The Judicial College has an exciting opportunity for an Event Organiser to join its Planning and Operations Team (POpS).

Please note this is a rolling campaign and sifting will take place every 6-8 weeks. Applicants are advised they cannot reapply within a six month period. For further details, please see below.

The Judicial College is part of the wider Judicial Office, which is a unique branch of the Civil Service dedicated to supporting judicial independence, to maintain confidence in the rule of law. The Judicial Office assists the Lady Chief Justice and the Senior President of Tribunals to fulfil their responsibilities to the judiciary (about 25,000 judicial office holders), and an ever-evolving justice system.

The Judicial College is a very busy and high-profile section of the Judicial Office. We are responsible for judicial training and we currently deliver approximately 400 judicial seminars each year and have a budget of £15.5 million. This is an exciting time for the Judicial College as our training programme is expanding to address judicial training needs emerging from HMCTS Reform work and EU Exit. In addition, the College is continuing to its methods of delivering training to incorporate more digital platforms, increasing its use of e-learning and webcasting.

The POpS Team is the customer facing hub of the College, providing planning and organisational support to judicial training events across the UK.  The team is based over three sites – Loughborough, London, and Leeds.  We make good use of flexible and remote working across our offices. This is a full-time post based in our London Office.

UK based travel to venues will be required to provide administrative support at training events. This will include overnight stays including the occasional Sunday where an event organiser is required to be at a venue for an event starting on a Monday. Training events range from one to five days in length and commence on various days of the week.

Event organisers work as part of our team to provide all aspects of administrative support in the planning and management of training events. This includes close working with the judicial training teams to ensure that events are well organised and run smoothly. You will assist delegates with their bookings, deal with enquiries and provide administrative support at training events, including residential events. You will need strong customer service skills, enjoy working with people, some very senior and able to think on your feet and react positively to any unexpected issues or queries that arise.

The role involves some numerical work. You will need to have good IT skills as we work with a wide range of IT platforms.
 
As the result of the pandemic, the College revised its training programme to focus on supporting priority training needs. Training was delivered digitally in line with public health guidance. We returned to face-to-face training in September 2021 whilst also continuing to deliver a busy digital training programme. In addition to attending seminars, you will be required to provide some technical online support at digital training events.

You will be fully trained in all aspects of event organising. We have a strong culture of team working and continuous improvement (CI), and all staff are expected to embrace CI as part of their role

Key Responsibilities

•    Effectively managing allocated training events and providing administrative support to Course Directors/Training Leads throughout the life of a training event, including making amendments to programmes and training/evaluation materials as required
•    Using various databases, including the Judicial College online Judicial College Learning (JCL), to assist with organising invites to training and managing attendance.
•    Maintaining accurate records of attendees at training events (both prior to and at the event) to assisting with monitoring delegate numbers planning venue requirements, accommodation, managing delegate/syndicate groups lists etc.
•    Actively liaising with the judicial training team and any speakers to ensure that training materials are received in time to coordinate the timely release to delegates via the JCL.
•    Attending face to face training, and online events to provide administrative support when necessary.
•    Completing all post event work such as promptly notifying the fees team who has attended training so that delegates are paid their training fee on time.
•    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

•    Ability to build effective working relationships with a range of stakeholders and work as part of a team
•    Planning and organising
•    Good IT skills i.e., working with databases, Excel, and Word
•    Good written and verbal communication skills
•    Accuracy and attention to detail
 
How you’ll be assessed

•    An application screening process. We only ask for one behaviour and a Statement of suitability (SOS) - please ensure that your SOS includes how you meet the essential criteria and experience listed in the “essential skills” section above.
•    An interview - We will assess you against the behaviours listed and strengths.

Selection process

Behaviours:

The Civil Service uses a framework called ‘Success Profiles’ to recruit based on potential and skills. Behaviours are the actions and activities that people do which result in effective performance in a job.

For this role we'll assess you against the below during the selection process:

Working Together

•    Proactively contribute to the work of the whole team and remain open to taking on new and different roles.
•    Get to know your colleagues and build supportive relationships.
•    Listen to alternative perspectives and needs, responding sensitively and checking understanding where necessary.
•    Ask for help when needed and support others when the opportunity arises.
•    Be aware of the need to consider your own wellbeing and that of your colleagues.
•    Understand that bullying, harassment and discrimination are unacceptable.

Delivering at Pace 

  • Always work with focus and pace to get the job done on time and to a high standard. 
  • Follow the relevant policies, procedures and rules that apply to the job.
  • Use own 
    knowledge and expertise to organise work.
  • Keep focused on delivery and take 
    responsibility for the quality of work produced.
  • Keep a consistent level of personal 
    performance.
  • Keep managers and stakeholders updated on how work is progressing. 

Statement of suitable (SOS)

A SOS is a short description of how you meet the essential criteria listed in the role. It offers you the opportunity to explain how you have the experience to forge a successful career in the Judicial College. You may choose narrative, or bullet points.

Due to the high number of applications, we are unable to provide feedback to candidates who are unsuccessful in the application sift.

Interview Stage

Candidates will be assessed at Level 1 against the following behaviours and strengths at interview:

•    Working together
•    Delivering at Pace
•    Managing a quality service
 
Please use STAR approach to structure your examples.
•    Situation – Describe the situation you found yourself in and what happened.
•    Task – The Hiring Manager will want to understand what you tried to achieve from the situation that you found yourself in.
•    Action – What actions did you take and how did you do it. Make sure
to use “I”, not “we” to explain how your actions lead to a result.
•    Result – Use facts and statistics to demonstrate the results that your actions produced. Explain whether it was a successful outcome, and if not, what you learned from the experience.

Feedback

Feedback will only be provided if you attend an interview or assessment.

Salary, Working Arrangements & Further Information

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.

Contract type

Permanent, full time with flexible working

Security

Successful candidates must undergo a criminal record check and Counter Terrorism Check (CTC) clearance.

Flexible working hours

The Ministry of Justice offers a flexible and hybrid working system in many offices.

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.

This recruitment will run as a rolling campaign. Please find the dates below.

First sift:
Application deadline - 19th February
Interviews - W/C 4th March

Second sift:
Application deadline - 13th May
Interviews - W/C 27th May

Third sift:
Application deadline - 5th August
Interview - W/C 19th August

Applicants are advised they cannot reapply within a six month period.

05/08/2024, 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 number.

Counter-Terrorism Check (CTC)
Please note the successful applicant will need to undertake a Disclosure and Barring Security Check for this post.

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
Working Together - 250 word limit
Delivering at Pace - 250 word limit
Experience
Statement of Suitability - 500 word limit

Interview stage assessments

There is 1 interview stage for this vacancy.
Behaviours
Working Together
Delivering at Pace
Managing a Quality Service
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