About the job

Job summary

This position is National

Job description

HM Courts and Tribunals Service

Directorate:  Digital Technology Services (DTS)

Pay Band:    HEO

Job Title:      Executive Assistant to the CDIO

Location:   London / National

Successful applicants will be expected to be office based 2 days per week in any HMCTS Office (subject to business availability). The frequency may increase in the future.

Occasional travel to 102 Petty France, London SW1H 9AJ will be a requirement of this role.

Term:          Permanent

Interview:   Video conference via Teams

Important salary details:

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 new pay band, or receive an increase of 10 percent on the current base salary, whichever is higher (This is restricted to the pay maximum of the new band).

Reserve List:

HMCTS run a Reserve List, where candidates who are unsuccessful at interview by only a few points, can be offered other roles, at the same band, for up to 12 months. You will be able to view your status via the application screen. If you have been added to the Reserve List, your status will show either Merit or Reserve list.

Introduction:

These are exciting times at HM Court and Tribunals Service (HMCTS). As an agency of the MoJ, we support the judiciary across England and Wales to deliver justice by running courts and tribunals and processing outcomes, and we are looking for talented people to help us achieve our ambitions. It will be challenging, important and rewarding.

HMCTS Digital and Technology Services (DTS) is a specialist technology directorate which provides support to HMCTS in the use of IT and Digital.

DTS is creating a place in which it is great to do work and part of our offer is brilliant training opportunities and support from expert colleagues. As well as that you’ll find flexible working, an inclusive culture and a place where your opinion is valued.

Please follow the link below for further information about HMCTS. www.gov.uk/government/organisations/hm-courts-and-tribunals-service

Job Description:

The Chief Digital and Information Officer is looking for a highly motivated individual to join their small friendly office team to provide outstanding diary management and administrative support. This is an excellent opportunity to be centrally involved in the work of a department and to learn about the interface between digital and operations. 

The successful candidate will be enthusiastic and highly organised, helping to ensure the smooth running of the Directorate. You will need to work at pace, effectively manage competing priorities using good judgement and decision-making and appropriately tailor communication styles to suit your audience. The successful candidate will bring a proactive approach and will always strive for high standards of quality in their work.

This position offers an excellent opportunity for growth and learning, ideal for those motivated to develop their career at the intersection of technology and government.

Key Responsibilities:

• Diary and Agenda Management: Oversee the CDIO’s diary, coordinating all aspects of their schedule, including meetings, travel, and accommodations. Proactively anticipate and prepare necessary documentation for engagements and meetings, including agendas, while alerting the CDIO to any urgent matters or diary requests. Maintain a broad understanding of the CDIO’s portfolio and priorities, ensuring these are reflected in diary commitments.

• Communication and Liaison: Serve as a primary point of contact for internal and external stakeholders, managing communications by providing clear, concise, and timely updates and responses. Maintain discretion and sensitivity in all interactions. Proactively highlight key issues, collaborating with colleagues across HMCTS to support decision-making and offer appropriate advice on various issues.

• Administrative Support: Deliver a range of business administration activities and corporate commitments to ensure high operational standards in the CDIO’s office and support the wider team's objectives. This includes managing the CDIO’s expenses, assisting with recruitment activities for senior roles, addressing general queries, and supporting business functions, away days, workshops, and social events, and fulfilling secretariat duties for meetings chaired by the CDIO where needed.

• Stakeholder Engagement: Build and maintain robust working relationships across the department, government, and with external parties to support the CDIO’s objectives.

• Ad-hoc Duties: Undertake additional duties as required, demonstrating flexibility and a willingness to adapt in a dynamic environment, including providing cover and support to other members of the team as necessary.

Skills & Experience:

• Strong Organisational Skills: Demonstrated ability to manage complex schedules and prioritise varied tasks effectively under pressure.
• Excellent Communication: Superior written and oral communication skills, with the ability to convey complex information clearly and persuasively to diverse audiences.
• Judgement and Initiative: Capable of making informed decisions promptly, spotting emerging issues, and taking proactive steps to address them.
• Relationship Building: Demonstrated ability to establish and maintain strong professional relationships with colleagues at all levels and external stakeholders. Quickly build productive working relationships and the ability to collaborate effectively within a small team.
• Technological Proficiency: Proficient in Microsoft Office Suite (Word, PowerPoint, Excel, Teams, and Outlook) and capable of quickly adapting to new software.
• Confidentiality and Discretion: Must handle sensitive information with integrity and confidentiality, understanding the confidential nature of the role.
• Resilience and Flexibility: Demonstrated ability to stay composed and maintain high performance in a fast-paced, dynamic work environment. Willingness to adapt to the needs of the team and role, including undertaking any other duties reasonably requested by line management that align with the grade and level of responsibility of this post.

Desirable Criteria:

• Experience in an executive assistant or secretarial role with senior colleagues.
• Experience working in a large or complex organisation.

Application process:

The following areas of Success Profile Framework will be used to assess and score your application during the sift, and interview.

• Experience – As demonstrated in your application form.
• Behaviours – You will be required to provide evidence of the following key behaviours at Level 3.

• Managing a Quality Service
• Delivering at Pace
• Making Effective Decisions
• Changing and Improving

Person specification

Please refer to Job Description

Benefits

Alongside your salary of £32,827, HM Courts and Tribunals Service contributes £8,896 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 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.