53603 - People Support Officer
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.
The Department
The Ministry of Justice is one of the largest departments across Whitehall with a high profile, fast-paced and complex delivery and reform agenda. Our vision is to deliver a world-class justice system that works for everyone in society.
The role of the Ministry is to protect the public and reduce reoffending, and to provide a more effective, transparent, and responsive criminal justice system for victims and the public. We will achieve this by improving public safety, reforming prisons, probation, and youth justice to build a system that delivers swifter access to justice with increased certainty for all citizens whatever their background.
For more information on who we are and what we do, please visit: https://www.gov.uk/government/organisations/ministry-of-justice.
People Group
The role of People Group is to support the organisation and its 85,000 people by enabling our colleagues to work to their full potential.
We operate as a cluster of HR services working seamlessly to provide expert support, advice and delivery throughout the employee lifecycle. From the time people join the organisation, to the point at which they leave, we strive to make a positive contribution to their work experience. We want everyone who works for the Ministry of Justice to feel confident in their skills, ambitious for the future and fulfilled by their work and relationships with their colleagues.
Our aim is to develop a safe space, allowing you to be creative in a challenging and stretching environment which supports you to reach your full potential. As we as delivering against your delivery objectives, you will be encouraged to play an active role in cross-team and wider People Group corporate activities as well as taking time to concentrate on your continuing professional development.
Our HR and people services cover MoJ HQ, our Arm’s Length Bodies, Prison and Probation Services.
Our roles are based nationally and you may work as part of a team allocated to a specific region or area, supporting projects in an HR expert services team or division, or providing direct support to our Senior Leadership teams.
The Role
Our People Support Officers provide a wide and varied range of expertise and technical support and assistance to colleagues and senior leaders.
The role of the People Support Officer is to support leaders and colleagues to connect and work collaboratively across individual teams and wider People Group, enabling through continuous improvement, delivery of a quality professional service for our customers.
The role will have a diverse workload which will demand strong organisation skills, keen attention to detail, and the ability to thrive under pressure. As a great communicator, you’ll be comfortable engaging with a variety of people in a friendly and professional manner.
You will foster and manage effective working relationships with a wide range of colleagues and stakeholders across the organisation demonstrating excellent team working and engagement skills.
You will have a keen interest in people management and the future of work and how we need to respond to the needs of our business and our people in the future taking into consideration new ways of working and technology as part of continuous improvement.
As an entry point to a career into Human Resources or Project Management a professional qualification is not essential but there would be an opportunity to complete a an apprenticeship in HR or project management for those seeking career development.
Responsibilities, Activities & Duties
The post holder must be highly capable, flexible, driven and highly organised and have a high level of energy and attention to detail and to be able to multi-task within tight timeframes.
The role requires a proactive and adaptable approach to the work to meet the needs of team and business demands.
The post holder would need to develop a good understanding of the work of the team and how this links with other People Group teams. You will exercise limited discretion, take decisions, manage and improve processes and represent the organisation as a member of a geographically dispersed team.
This role will demand the ability to multi-task and provide a wide variety of support services to the wider HR Team. Communication and organisational skills are essential with an ability to prioritise personal workload and adjust to accommodate urgent tasks. There will be a requirement to analyse data, apply judgement to explore options and suggest a course of action.
Your responsibilities, activities and duties will include.
- Providing secretariat support to meetings - organising and facilitating key meetings including securing meeting dates, preparation of work, taking minutes/notes.
- Diary Management and direct to support to senior team leaders
- Provision of general administrative support which will include; dealing with face to face and e-mail enquiries, booking meetings, booking laptops, projectors, flipcharts, teleconference facilities, travel and accommodation booking and guidance.
- Assist with the management of local activities for example business continuity, use of government procurement card, sickness absence management. Assist with the collation of data and other management information requirements.
- Assist the Budget holder with financial planning and maintenance of financial records
- Co-ordinate/draft responses to a range of correspondence including information requests under Freedom of Information and Data Protection Acts and Parliamentary Questions.
- Support and advise staff and management with queries and current HR and MoJ policies and procedures.
- Support end to end recruitment activities
- Maintain administration databases to record and monitor information & produce monthly reports on these. Ensure that data entered into local and national systems is accurate and in accordance with agreed timescales and data management protocols.
- Managing and creation of functional mailboxes, action any issues, log queries and requests in the relevant folder/spreadsheet.
- Set up MS Teams channels and manage content and access
These responsibilities reflect the current posts and are not intended to be exhaustive. You will be expected to accept reasonable amendments as we look to improve our service. You will also have the opportunity to take on additional responsibilities to support operational demands and your continued development.
Selection Process
This vacancy is using Success Profiles, and will assess your Behaviours, Strengths and Experience. Please refer to the Civil Service Success Profile guidance to find out more about each of the elements for the grade to which you are applying.
Application stage
At application stage, candidates are asked to provide:
- Information on your career history setting out your experience alongside key responsibilities and achievements. This is completed within the online application form.
- Taking into account the essential knowledge, experience and skills criteria set out in the advert, evidence on how you meet the following behavioural requirements at EO level (max 250 against each behaviour).
- Managing a Quality Service (Lead Behaviour - 250 words max)
- Working Together (250 words max)
- Delivering at Pace (250 words max)
- Changing & Improving (250 words max)
Giving examples of where you have demonstrated it rather than just saying you're experienced with a certain behaviour requirement will enable the sift panel to understand more about your suitability for the role.
In the event of a high volume of applications, the initial sift will be undertaken using your work history and the Lead Behaviour – Managing a Quality Service.
Interview stage
Candidates successful at sift will be invited to an interview where you will be assessed on your demonstration of the behaviours set out below at EO level, in addition to strengths relevant to the role (not shared in advance).
- Managing a Quality Service
- Working Together
- Delivering at Pace
- Changing & Improving
Interviews will be held via video utilising Microsoft Teams. Further details and instructions will be provided closer to the scheduled interview date
Essential Knowledge, Experience and Skills
- IT Literate with the ability to collate, research, validate and analyse a wide range of complex and diverse HR and management data.
- Excellent administrative skills with working experience of Microsoft systems including MS Team word, Excel and PowerPoint
- Excellent communication and organisational skills with an ability to prioritise personal workload and adjust to accommodate urgent tasks.
Security clearance required
Minimum Eligibility
All candidates are subject to BPSS security and identity checks prior to taking up post
All external candidates new to the Civil Service are subject to 6-month probation.
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.
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 UKor 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
- To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am - 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);
- To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);
- To the Civil Service Commission (details available here)
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.
24/02/2022, 23:55 hours.
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.
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
Interview stage assessments
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.