About the job

Job summary

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Job description

JAC Job Description – Secretariat Support Officer (EO)

Are you an outstanding administrator with a passion for providing a high-quality service? Do you enjoy working in a fast-paced environment supporting senior leaders and Board? If the answer is yes, you could be exactly who we’re looking for to join our dynamic Secretariat team.

We’re looking for a Secretariat Support Officer to provide effective support to the Secretariat team who are responsible for all aspects of support to our Chair, Board of Commissioners, and senior leadership team. As an independent public body, the Judicial Appointments Commission is responsible for designing, planning, and running recruitment campaigns to select judges in the courts and tribunals, up to and including the High Court, as well as non-legal tribunal members. You can read more about our work on our website: http://judicialappointments.gov.uk

With a new recruitment campaign launched every couple of weeks, and statutory responsibilities to make sure we select candidates on merit and through fair and open competition, it’s essential that our processes are robust, inclusive, and attractive to candidates from the widest possible backgrounds. It’s also essential that the JAC delivers against our strategy and our Chair and Board can support the organisation to drive forward our priorities.

Our Secretariat Support Officer will play a crucial part in us achieving that ambition. It is a varied role that provides the opportunity to work closely with the JAC’s leaders and staff across the organisation and to make a difference right at the heart of the organisation.

The Role

We are looking to recruit a Secretariat Support Officer (EO) to join our busy Secretariat team and support the JAC’s strategic aims.

The successful candidate will play a critical role in supporting the work of the JAC Commission Board and its sub-committees and working with staff at all levels to deliver our business plan. You will support the Secretariat in their day-to-day work.  You will use your excellent communication skill to support collaborative working with commissioners, senior stakeholders and staff.

Main responsibilities

Reporting to the Head of Secretariat, your main responsibilities will include:

• Support the Secretariat team, who are responsible for all aspects of support to the JAC Commission Board and sub-Committees by providing administrative support such as team inbox management and meeting set up and support.
• Support the secretariat function for the Commission Board Meetings and Selection and Character Committee including drafting minutes and preparing agendas, and ensuring their timely distribution.
• Manage in and out flow of correspondence with the Judicial office.
• Take ownership of various Excel and Word based logs and trackers, including commissioner work plans, to support the smooth delivery of Secretariat services to the broader organisation. Also, to identify, develop and new logs for areas of work which come under the Secretariat’s responsibility to help streamline management information across the organisation.
• Act as a point of contact for Commissioners in relation to expense claims, processing these in a timely manner and raising any issues with Commissioners as and when they occur.
• Provide administrative support to the Head of Secretariat and the Senior Executive Assistant to the Chief Executive and Deputy Chief Executive.
• General administrative duties including accurate record management, preparing Word and Excel documents, and digital systems and using Outlook for diary and inbox management.
• Act as one of the Team’s Information Managers to ensure the Ministry of Justice’s on- line storage systems (Juststore) meets the needs of the Secretariat.

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.

Recruitment process details

Behaviours

We’ll assess you against these behaviours during the recruitment process:

• Managing a Quality Service
• Communicating and Influencing
• Delivering at Pace

In addition to these behaviours, your experience will be assessed during the recruitment process.

Essential criteria

It is expected that you will be able to demonstrate:

• Effective organisational skills to provide high quality support and meet tight deadlines.
• Excellent written and verbal communication skills with excellent attention to detail.
• Experience and confidence in using a range of digital tools including Microsoft Teams, Excel Spreadsheets and the ability to learn other digital systems quickly.
• The ability to work collaboratively as part of a team both within the Secretariat and more widely across the JAC.

Application process

You need to provide:

• Your CV
• A statement of suitability detailing the relevant skills and experience you have and how these make you suitable for the role (250 words max).
• Written evidence of the 2 core behaviours for this role: Managing a Quality Service and Delivering at Pace (250 words per behaviour).

Sift

Applications will be sifted based on the CV, Statement of Suitability and the 2 behaviours Managing a Quality Service and Delivering at Pace.

If a large number of applications are received, candidates may be sifted on their CV, statement of suitability and lead behaviour Managing a Quality Service.

Interview

At interview you we will assess you against 3 behaviours: Managing a Quality Service, Communicating and Influencing and Delivering at Pace. We will also ask you about your experience.

You can find out more about Civil Service behaviours here: https://www.gov.uk/government/publications/success-profiles

Applicants invited for interview may be required to undertake a brief work exercise either before, or on the day as part of the selection process. More details will be provided if you are invited to interview.

Interviews are expected to take place in July 2024. Interviews may be conducted remotely via Microsoft Teams or face-to-face in our location in Clive House. More details on the arrangements will be provided to candidates invited to interview.

Reserve List

As well as appointing to the vacancy listed above we may place other candidates on a 12-month reserve list for future vacancies.

Office Attendance

JAC staff are currently working in a hybrid way with a minimum of 2 days per week in the office in line with Government Policy. Applicants for this role should note that they may be required to attend the office more than 2 days per week on occasion in line with business need.

Working Patterns

We would consider a part time, compressed hours or job share application that ensured business needs were met.

Further Information

If after reading this job description you require any further information about the role, please contact Jacqui Thomson, Head of Secretariat jacqui.thomson@judicialappointments.gov.uk.

If you have any questions about the recruitment campaign, or any terms and conditions relating to the role, please contact the JAC Recruitment Team (Recruitment@judicialappointments.gov.uk).

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 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.