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.

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.

Person specification

Please refer to Job Description

Benefits

Alongside your salary of £27,223, HM Courts and Tribunals Service contributes £7,377 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. 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. The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.