About the job

Job summary

This position is based nationally

Job description

Location    National

Candidates will be appointed to their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed with the successful candidate(s) on the completion of pre-employment checks.

Ministry of Justice an Inclusive Employer

We recognise the challenges that people with (multiple) protected characteristics may experience on the job market and in their career progression. We are fully committed to being an inclusive employer of choice and ensuring equity of opportunity for all. We welcome the unique contribution diverse applicants bring in terms of their culture, ethnicity, race, nationality or national origin, age, sex, gender identity or expression, religion or belief, disability status, sexual orientation, educational or social background or any other factor. To find out more about how we champion diversity and inclusion in the workplace please visit https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity

Overview

An exciting opportunity has arisen for an outstanding individual to support the strategic leadership team in the Financial Strategy & Partnerships Directorate within MoJ Finance. As a personal assistant you will work directly with deputy directors within this fast paced, and varied role.

Financial Strategy & Partnerships is at the heart the Ministry’s decision making. Our teams support our public bodies (often called ALBs – arm’s length bodies), the headquarters financial effectiveness (including property, digital and commercial finance), the Office of the Accountant General who run the courts funds office, and the Financial Strategy and Planning team. Each team has a deep experience and is a key part of decision making for in the Ministry. 

This post supports the directors, deputy directors, and their senior management team. You will work directly with a Senior Civil Servant or group of Senior Civil Servants as their PA but you will be a member of the wider team and will engage with colleagues across the department.

As a personal assistant you will demonstrate high levels of integrity to handle sensitive issues competently and to engender a culture of trust between the Group and other Directorates. Whatever your current professional background or previous experience, the successful candidate will have excellent organisational skills and the ability to respond quickly to changing priorities. You will have strong interpersonal skills and be confident in approaching the right people to work together to solve problems and in building relationships quickly with stakeholders inside and outside of your team.

Responsibilities

The job holder will be required to undertake the following duties and responsibilities: 

• Review emails and either reply on behalf of or prioritise for action either by reference to the sender, the content and/or dates for responses.
• Arrange meetings, working with counterparts in other offices to co-ordinate diary arrangements often within tight time-constraints and conflicting priorities for dates, times and locations.
• Work with colleagues to progress or chase actions to ensure they are addressed and responded to in a timely manner.
• Ensure all diary arrangements are scheduled accurately and that any changes are communicated and agreed in a timely manner.
• Compile details of agenda, attendees and papers required for meetings and write minutes in a timely manner. To include maintaining action logs where required. Attend meetings as required.
• Collate and prepare bi-laterals and summarise information ensuring any subsequent actions are carried out and writing up of the notes as required.
• Arrange all local training events and workshops, group informal updates and formal staff away days.
• Act as the key contact for general administrative support, which will include; but not limited to; dealing with face to face enquiries, booking meetings and relevant facilities and equipment, ‘signposting’ queries to other functions/individuals, IT request and new starter information
• Monitor the group functional mailbox’s, ensuring any issues are actioned and where required filed/log requests in the relevant folder/spreadsheet
• Distribute all communications to relevant managers
• Booking of travel and accommodation.
• Support the directorate SMT and manage the performance review process for your team. 

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.

Travel

There will be some occasional travel required as part of this role.

The successful candidate will be appointed to either one of the locations specified in the advert or, if nearer to their home, an alternative MoJ office location in the region which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed upon completion of pre-employment checks.

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working.  Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

 Key skills and knowledge

• Excellent written skills
• Proficient knowledge of excel, word, power-point and outlook
• Good communication skills and the ability to communicate at all levels of the organisation
• Excellent organisational skills

Success Profiles  

Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance.

Civil Service Behaviours

The following EO Civil Service Behaviours are essential to this post and will be assessed upon application:

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

Please refer to the Civil Service Behaviours Framework, which can be found here, to complete this application: https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/717275/CS_Behaviours_2018.pdf

In the event that we receive a large volume of applications we reserve the right to conduct the sift based on one lead behaviour. The chosen lead behaviour for this campaign is managing a quality service.

Specific Experience

• CV

To apply please complete the online application form. Applications will be sifted by a panel who will look at the Civil Service Behaviour framework and what is evidenced in your application and CV. Should a large number of applications be received, an initial sift may be conducted using the lead behaviour, managing a quality service. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to interview. Applicants will be expected to demonstrate the essential role requirements within the application behaviour responses. 

Candidates who are successful following the sift process will be invited to interview, where the behavioural elements and strengths will be tested further alongside other elements of the post. Further details will be provided to shortlisted candidates in advance of the interviews.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

The opportunity to join employee run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual, and transgender employees.

Interview dates: Expected late August/ early September.

Closing Date:   05/08/2024, 23:55 hours.

For further information please feel free to contact PIP@justice.gov.uk  

Person specification

Please refer to Job Description

Benefits

Alongside your salary of £27,223, Ministry of Justice 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, 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.