About the job

Job summary

Please refer to Job Description

Job description

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.

Overview of the Judicial Office

The Judicial Office (JO) reports to, and is accountable, to the Lady Chief Justice (LCJ). It was established in 2006 to provide support to the LCJ and to the wider judiciary in upholding the rule of law and in delivering justice impartially, speedily and efficiently, following the Constitutional Reform Act 2005.

In addition, we support, and are accountable to, the Senior President of Tribunals, whose responsibilities extend to Scotland and Northern Ireland.

The JO is an interesting and unique place to work. Everything we do is in support of upholding the independence and impartiality of the judiciary. We work closely with HM Courts & Tribunals Service (HMCTS), the Ministry of Justice (MoJ) and others across Government as well as with the legal professions.

We are an Arm’s Length Body sponsored by the Ministry of Justice. This creates an interesting and complex environment in which to work where we agree our priorities with the senior judiciary and receive our funding to deliver them from the Ministry of Justice. The Judicial Office has been through a period of significant growth resulting from an expansion of our remit and responsibilities.

See JO staff talk about working here: https://design102.wistia.com/medias/uhgtmbtnlv

Overview of the team

The Business Support Team sits at the centre of the Judicial Office with a broad corporate portfolio that includes responsibility for the departmental budget. We are a London based team and currently spend at least 40% of our time on site but this will be increasing to 60% in line with the wider Civil Service.

The team is led by the Head of Corporate Services and provides a wide range of support, advice, assurance and services for Judicial Office staff and to the Judicial Office Management Board. This includes Infrastructure, accommodation, health & safety, people survey, staff engagement, business continuity, learning & development, people services, risk management, project management, Continuous Improvement (CI), financial planning and budget management & forecasting. The team also work closely with specialist teams in the wider Ministry of Justice and Whitehall.

Hybrid Working Requirement

This position is eligible for hybrid working (current minimum requirement for time spent at base location is 40%, which is subject to business requirements).

Summary of the role

To provide support to the Corporate Services and Facilities Manager on Accommodation, Health & Safety, Finance, Business Continuity and Infrastructure matters to support the wider Judicial Office staff

To line manage one Administrative Officer within the team

Responsibilities, Activities & Duties:

Accommodation

·       Provide support on all accommodation projects – working with the Corporate Services & Facilities Manager and teams to ensure each project is successful.

·       Act as the single point of contact for all accommodation issues and be the link between RCJ Accommodation Team and the Judicial Office.

·       Deputise for the Corporate Services & Facilities Manager at the RCJ Safety and Security 6 monthly meetings as the Judicial Office Representative.

·       Ensure any accommodation issues are reported within one day of being notified of the issue. Ensure that any urgent issues (flooding/ leaks, H&S issues etc) are reported immediately and are followed up accordingly.

·       Review the process for ordering of goods/ services on a regular basis to ensure they are compliant and fit for purpose

·       Process requests for furniture and additional equipment, including DSE equipment following the correct procurement processes.

Health and Safety

·       Provide secretariat support for the Safety Culture Committee meetings and organise the meetings by way of calendar invites.

·       Supporting the Corporate Services & Facilities Manager by completing actions identified from the JO’s H&S Risk Assessment.

·       Manage and apply discretion to the development of the JO’s Health & Safety pages on the intranet

·       Manage the process for all DSE / Reasonable Adjustment requests for kit and equipment in collaboration with the People Services Manager

·       Issue and manage online DSE assessments through the Cardinus system including management of user profiles.

·       Manage the First Aider, Fire Wardens and Fire Marshalls process ensuring appropriate levels of trained staff in the business as per HSE regulations, ensuring central records / noticeboards are up to date and keeping records of expiry of certificates and organising training as and when required.

·       Trained DSE assessor and carry out 1-1 assessments with staff where necessary.

·       Act as an advocate for health & safety and good working practices where needed.

·       Trained Fire warden within the Judicial Office, respond to fire evacuations and act as an advocate for fire safety where needed.

·       Ensure H&S noticeboards have up to date and accurate information.

·       Manage the process for ordering and tracking of DSE equipment for staff

·       Manage the IT Asset Register and DSE log for kit and equipment ensuring it is up to date and accurate.

·       Manage the arrangements for couriers to collect equipment when staff leave the Judicial Office

Finance

·       Use Hyperion and the JO forecasting tool to manage Centrally Managed budgets and items appearing in the suspense accounts.

·       Complete month end journals for Centrally Managed and suspense account.

·       Complete the centrally managed variance reports.

·       Check daily transaction reports for Centrally Managed including suspense account for any discrepancies and investigating/ actioning any issues or unexpected costs.

·       Management, assurance and reporting of the centrally managed budget within their remit including assurance checks on purchase orders. 

·       Raising PRFs for centrally Managed activities where appropriate.

Business Continuity

·       Support the Corporate Services & Facilities Manager with the business continuity process within the Judicial Office.

·       Maintain and update the Business Continuity plans for the Judicial Office, working with DDs and their nominated business continuity leads.

·       Assist the Corporate Services & Facilities Manager with Business Continuity test exercises, comms cascade tests and desktop scenario exercises.

·       Manage and apply discretion to the development of the JO’s Business Continuity intranet pages.

Infrastructure

·       Approval of Technology Portal requests in the absence of the Corporate Services & Facilities Manager.

·       Manage and apply discretion to the development of the IT and Digital Pages on the Judicial Office intranet, ensuring they are up to date and accurate.

Other duties

·       Assist the Corporate Services & Facilities Manager with ad hoc tasks as and when necessary.

·       To manage the generic inbox(es), ensuring all queries have been dealt with appropriately and have been forwarded to the appropriate team across the wider BST team as necessary.

·       To manage the stationery process and ad hoc request for specialist equipment for the Judicial Office, ensuring stock levels are maintained to appropriate levels.

·       To support the JO Lead on CI by running CI events / workshops and upskilling staff from across different business areas on CI tools and techniques.

·       To become a CI Practitioner able to run events effectively on their own and with others.

Essential Knowledge, Experience and Skills

• Teamwork
• Motivating others as well as yourself
• Building Effective Relationships

Desirable Knowledge, Experience and Skills

• A knowledge of Continuous Improvement & Health & Safety practices

Behaviours (for Recruitment/Success Profiles):

• Leadership
• Changing and Improving
• Making effective decisions
• Delivering at Pace
• Managing a Quality Service

Assessment process at application

To apply please complete examples of the Behaviours stated above. 250 words maximum per behaviour. The Lead behaviour will be Delivering at Pace

Assessment process at interview

If you are successful through the application stage, you will be invited to a face to face interview and will be assessed against the behaviours listed above and strengths relevant to the role.

Person specification

Please refer to Job Description

Benefits

Alongside your salary of £31,169, Ministry of Justice contributes £8,446 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Strengths.https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

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

Security

Successful candidates must undergo a criminal record check. Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).

See our vetting charter (opens in a new window). People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

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)
• 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)

Working for the Civil Service

The Civil Service Code (opens in a new window) 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 (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.