About the job

Job summary

This position is based Nationally

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

The Ministry of Justice (MoJ) priorities include improving public safety and reducing reoffending by reforming prisons, probation and youth justice, and building a justice system which makes access to justice swifter and more certain for all citizens whatever their background.

We are currently recruiting for a Head of Profession’s (HoP) Diary Manager and Corporate Support role to join the Project Delivery Function Management Office (PDFMO). This role will provide direct support to the HoP/Chief Project Delivery Officer (CPDO) in the Project Delivery Function through effective and strategic diary and inbox management. You will need to be able to work at pace with attention to detail and you’ll need to be able to manage multiple priorities and enjoy building relationships with colleagues across the Function and the wider MoJ to ensure effective collaborative working.

The successful candidate will be exceptionally organised, with a flexible working approach and demonstrate good judgement and time management to prioritise urgent requests, workflow and key tasks for the CPDO.

This role is perfect for a confident and dedicated individual who will thrive in a fast paced and dynamic environment. In addition to organising and managing the diary of the CPDO, the role will also include leading on the performance reporting against the Function’s Business Plan and our commitments in the Department’s Outcome Delivery Plan.

You will be the first point of contact for the CPDO and through the key tasks of diary and inbox coordination, compilation of commissions and correspondence and the organisation of meetings and other engagements, you will ensure the smooth running of the private office. As you will be acting as an initial contact point, we are looking for someone with strong stakeholder management skills to confidently communicate with a wide range of stakeholders. You will have regular interactions with our Senior Leadership team, across both the Function and the Department, along with stakeholders across government, such as the Infrastructure and Projects Authority (IPA).

You will join a high-performing team who are committed to making a strong investment in the personal and professional development of our people, and you will be supported and encouraged to develop your talent and skills.

MoJ expects its leaders to show openness, honesty and commitment, and, of course, to deliver results.

Key responsibilities of the role

Diary management / Private Office

• Diary Management: Providing professional, strategic, and effective day to day management of the diary, ensuring that it meets the required standard; identifying issues as they arise and ensuring they are efficiently dealt with.
• Supporting the Function’s Business Manager by ensuring that the Director is appropriately prepared for meetings by commissioning, collating, and drafting briefings, agendas and papers.
• Inbox Management: Providing professional inbox management support for the CPDO by monitoring and using sound judgement to action the high volume of emails within the shared mailbox.
• Co-ordinating the Function’s responses to regular commissions to ensure returns are completed to a timely manner and is of acceptable quality.
• Planning and managing the CPDO’s time and priorities
• Acting as the first point of contact, using initiative, and responding to and/or directing queries to the relevant parties.
• Dealing with sensitive issues, acting with diplomacy, and always maintaining strict confidentiality.
• Arranging travel and accommodation.

Business and Corporate Support

• Delivering on the evolving priorities of the Function and Department in a time of change
• Ownership of the Function’s Performance Management process including continuous improvement and presentation of the Performance dashboard to the Senior Leadership Lead.
  • Lead on the monitoring of the Function Business Plan
  • Lead on the reporting of KPIs and Metrics to the DG
• You will also have the opportunity to support the Business and Corporate team to take forward special one-off projects.
• Building relationships with a variety of stakeholders across organisational boundaries to deliver our outcomes.

Essential Experience

• Experience of managing the diary of a senior executive.

• Ability to quickly develop a sound knowledge and understanding of business priorities, ways of working and information management.
• A strong attention to detail and exceptional organisation skills
• Ability to work independently, quickly and efficiently in a fast-paced environment, often to tight deadlines.
• Strong verbal and written communication skills both orally and in writing

• Good stakeholder management skills, and the ability to build effective relationships with a variety of people across multiple grades.
• Ability to understand and present data.

Desirable Experience

• Experience of providing a wide range of management support activities
• Able to use Microsoft Office tools.

Location & Terms of appointment

This post is advertised nationally but frequent travel will be required.

Salary & Grade

Band C - HEO

New entrants to the Civil Service will be expected to join on the minimum of the pay range.

Existing Civil Servants will have their salary calculated in accordance with the Department’s pay on transfer / pay on promotion rules.

Selection and Recruitment Process

Where high volumes of applications are received the initial sift will be completed against the lead competency. If your application progresses to a full sift, all competencies will then be considered. Feedback is not available for those not invited to interview.

Merit List of successful candidates based on location will be retained after this campaign for 12 months.

Application Process

You will be required to complete an application form providing evidence of how you meet the Project Delivery Competencies as per the Project Delivery Capability Framework.

Details on the PDCF can be found on the Infrastructure and Projects Authority pages

Successful candidates will then be invited for interview and these will be held via MS Teams.

In-tray Exercise

On the day of the Interview, candidates will be asked to complete an In-tray Exercise one hour prior to the interview commencing.  Instructions will be sent to candidates directly before to their interview date. This is used to test a candidate’s admin responsibilities and planning tools. This will be one of the key responsibilities of the role.

 

Project Delivery Competencies

You will be required to provide evidence of the following key competencies at the indicated level:

 

Competencies

Description

Level required

Project Delivery Profession – Technical Competencies

Change Control

The ability to establish protocols to manage and document all requests that alter the scope of a project. This includes, the capture, evaluation and approval or rejection of any requests.

(P) Detailed knowledge and significant experience.

• You have a deep understanding of this competence.
• You have applied this independently in medium and/ or highly complex projects.
• You advise and may supervise others in the delivery of this competence.

·         You can adapt/tailor your approach to meet the requirements of the project.

Knowledge Management

The ability to identify, share and promote best practices and lessons learned to create a culture of learning and good practice that supports continuous improvement to optimise project delivery.

(P) Detailed knowledge and significant experience.

• You have a deep understanding of this competence.
• You have applied this independently in medium and/ or highly complex projects.
• You advise and may supervise others in the delivery of this competence.

·         You can adapt/tailor your approach to meet the requirements of the project.

Planning

The ability to define the fundamental components of a project in terms of its scope, deliverables, time scales, resource requirements and budget. It also includes the production of broader plans incorporating risk and quality to provide a consolidated overview of a project.

(W) Working knowledge and practical experience

• You have a good understanding of this competence.
• You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Scheduling

The ability to develop, produce and maintain schedules for activities that take account of dependencies, resource requirements and constraints in order to enable the efficient realisation of benefits.

(W) Working knowledge and practical experience

• You have a good understanding of this competence.
• You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Risk & Issue Management

The ability to systematically identify and monitor risks & issues, planning how to mitigate / respond to those risks and issues and implementing the responses.

(W) Working knowledge and practical experience

• You have a good understanding of this competence.

·         You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Governance

The ability to clearly define roles, responsibilities and accountabilities and establish controls and approval routes appropriate to each stage of the project to monitor project progress and compliance.

(W) Working knowledge and practical experience

• You have a good understanding of this competence.

·         You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Frameworks & Methodologies

The ability to identify and amend appropriate project frameworks and methodologies to enable a consistent and efficient approach to delivery at all stages of the project lifecycle.

(W) Working knowledge and practical experience

• You have a good understanding of this competence.

·         You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Stakeholder Engagement

The ability to systematically identify, analyse and communicate with stakeholders, using appropriate channels, to ensure all those impacted by the change are engaged, taking account of their levels of influence and particular interests.

(W) Working knowledge and practical experience

• You have a good understanding of this competence.

• You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Assurance

The ability to establish, plan and manage reviews at appropriate points during all stages of the project life cycle to provide evaluations of progress against time, cost, quality, compliance and ongoing viability.

(W) Working knowledge and practical experience

• You have a good understanding of this competence.

• You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Resource Management

The ability to identify, profile and secure the resources required to deliver a project.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.
• You can describe the benefits and importance.
• You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Budgeting and Cost Management

The ability to estimate costs, produce a budget and control forecasts and actual spend against budget.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.
• You can describe the benefits and importance.

·         You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Project Delivery Profession – Behavioural/Leadership Competencies

Visible Leadership

The ability to engage, motivate and coach others. To act as a role model and inspire and empower others.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.
• You can describe the benefits and importance.

·         You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Credible Action

The ability to promote the wider public good in all actions and to act in a morally, legally and socially appropriate manner at all times. Challenges unacceptable behaviour.

(W) Working knowledge and practical experience

• You have a good understanding of this competence.

·         You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Working with Ambiguity

The ability to work in an environment of uncertainty and continual change. Able to feel comfortable making decisions and setting direction without having the full picture and re-focus as details emerge. Can apply knowledge and techniques to reduce ambiguity.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.
• You can describe the benefits and importance.

·         You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Collaboration

The ability to establish and develop productive relationships with internal and external stakeholders, bringing people together to benefit the project.

(W) Working knowledge and practical experience

• You have a good understanding of this competence.
• You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Influencing

The ability to influence, change and impact decisions with both internal and external stakeholders.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.
• You can describe the benefits and importance.

·         You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Conflict Resolution

The ability to recognize, anticipate and effectively deal with existing or potential conflicts at an individual, team or strategic level.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.
• You can describe the benefits and importance.

·         You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Inspiring Others

The ability to create and present a compelling vision and set clear direction, that motivates others to work towards a common goal.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.
• You can describe the benefits and importance.

·         You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Resilience

The ability to adapt to changing circumstances and adverse situations whilst remaining calm, reassuring others and maintaining performance.

(W) Working knowledge and practical experience

• You have a good understanding of this competence.

·         You have applied this independently in low complexity projects and/or under supervision in more complex projects.

Innovation

The ability to think of, research and apply new ideas and ways of doing things. Encourages and supports innovations from others, is willing to experiment and follow ideas through to implementation.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.
• You can describe the benefits and importance.

·         You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Culture Change

The ability to plan, lead and effect positive cultural change, securing commitment and buy-in and promoting a positive long term vision. Recognizes when broader culture change is necessary to deliver a project.

(A) Basic knowledge and limited or no experience

• You understand how it can be applied.
• You can describe the benefits and importance.

·         You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Flexible working options

MoJ offers a flexible working system in many of its offices.

Job Sharing and Reduced Hours

All applications for job sharing or reduced hours will be treated fairly and on a case-by-case basis in accordance with the MoJ’s flexible working policy and equality policy.

Excess Fares and Relocation Allowances

This job is not eligible for relocation allowances, but excess fares may be considered in accordance with MoJ’s excess fares allowance policy.

MoJ offers a range of benefits

Annual Leave

Generous allowances for paid holiday starting at 25 days per year, and rising as your service increases. 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 days. 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

MoJ is committed to staff development and offers an extensive range of training and development opportunities. As a member of the Project Delivery Function you will also have unique access to the Government Project Delivery Online Skills Tool which will support the development of your skills and assist with your career progression aspirations.

Support

• A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
• Access to flexible benefits such as salary sacrifice arrangements for childcare vouchers, and voluntary benefits such as retail vouchers and discounts on a range of goods and services.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.

Person specification

Please refer to Job Description

Benefits

Alongside your salary of £32,827, Ministry of Justice 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 Strengths, Experience and Technical skills.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.