About the job

Job summary

Please refer to Job Description

Job description

Overview of the job        

Effectively manage the work within the Probation Director's office, and provide

administrative and business management support to the Director of Probation. Manage the secretarial/admin support that works within this area to ensure that the Director obtains the support they need in a timely and efficient manner. Commission work from others, monitoring to ensure delivery on time and reviewing quality. The post is based in the Probation Directorate at HMPPS HQ and involves line managementof one Band 3 grade. The job holder does not need operational experience.

Summary           

• Responsible for the efficient management of the Director of Probation's office. Ensuring all work is effectively managed - commissioning work from colleagues across PS and HMPPS and more widely, setting deadlines, monitoring delivery and assessing quality to ensure work can be presented to the Probation Director as fit for purpose.
• Manage the Director's diary, arranging meetings and prioritizing time effectively.
• Ensure value for money in all activities - for example in arranging travel for Director, meetings, workshops, etc.
• Responsible for updating Directorate and Corporate risk reports and monitoring delivery of all high risk audit recommendations.
• Deal effectively with all calls to Director's office, responding directly wherever possible and ensuring effective referral where necessary. Ensure a professional image is maintained at all times.
• Plan and manage the process of completion of SCS talent succession and appraisal processes for HMPPS, within frameworks set by MoJ.
• Line manage one staff member.

Responsibilities, Activities and Duties      

The job holder will be required to carry out the following responsibilities, activities and duties:

• Maintain and develop good relationships and working contacts with the CEO office and offices of other DGs in MoJ, other HMPPS Directors, Ministers and MoJ Directors.
• Managing all incoming e-mails/correspondence to the Director and prioritising the work accordingly. Responding direct where it is possible to do so without reference to the Director.
• Commissioning work on behalf of the Director in order to meet specified timescales, and ensuring delivery on time and to the required quality standard.
• Responsible for updating Directorate and Corporate risk reports and review of high risk recommendations, and maintaining implementation plans across the Directorate.
• Line management of one staff.
• Plan and manage the process of completion of SCS appraisal, talent and succession processes for PS.
• Oversee management of the Director's diary, ensuring effective and efficient use of time in line with the Director's priorities - regularly reviewing commitments to ensure they remain appropriate and in line with changing priorities.
• Manage the monthly 1-1 performance meetings between the Director and CEO HMPPS, plus the monthly 1-1 performance meetings with all direct reports of the Director.
• Handle all incoming telephone calls and office enquiries, responding direct where possible and ensuring effective resolution in order to maintain organisational reputation.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.

Person specification

Please refer to Job Description

Benefits

Alongside your salary of £40,604, HM Prison & Probation Service contributes £10,760 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, Strengths and Experience.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. 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.