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.

Directorate: MoJ Project Delivery Function  

Job Title: Business and Corporate Support 

Pay Span or equivalent:  EO

Contract Type: Permanent

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. Project professionals in the MoJ help to improve the government’s ability to protect the public and reduce reoffending, and to provide a more effective, transparent and responsive criminal justice system for victims and the public. The MoJ has the third largest investment portfolio across central government with a range of complex and innovative projects and programmes.

We are currently advertising for a Business and Corporate Support role to join the Project Delivery Function Management Office (PDFMO). This role will provide business and administrative support to the Project Delivery Function (PDF)’s Senior Leaders (SCS) and ensures that calendars are kept up to date through effective diary management and that their time and emails are managed effectively, and important issues are highlighted and prioritised. 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. 

This role is perfect for a confident and dedicated individual who will thrive in a fast paced and dynamic environment. This will be your main responsibility, however alongside this, you will be expected to support the PDFMO with other administrative activities such as event logistics, providing communication across the Function, producing regular reports and monitoring shared inboxes.

In this role you will be the first point of contact for the Senior Leaders (SCS) and through the key tasks of diary and inbox coordination for Senior Management within the PDF, compilation of correspondence and the organisation of meetings and other engagements, you will ensure the smooth running of their private offices and act as an initial contact point for their stakeholders. Therefore, we are looking for someone with strong stakeholder management skills to confidently communicate with a wide range of stakeholders.

As part of this role, you will join the Project Delivery Function Management Office (PDFMO) and 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

These may be further shaped and adjusted dependent on business needs and team resources / skills.

Diary management / Private Office

• Diary Management for Senior Leaders; including calendar management, managing and prioritising multiple demands. Proactively making decisions on which requests/meetings to prioritise. Scheduling, resolving and prioritising meeting requests and conflicts.
• Inbox Management for Senior Leaders; Monitoring and using sound judgement to action the high volume of emails using the team’s inbox management processes.
• Planning and managing the Senior Leader’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.
• Administrative support.

Business and Corporate Support

• Managing and prioritising requests
• Coordination of team mailboxes, directing queries to the relevant parties
• Building relationships with a variety on stakeholders on behalf of PDFMO
• Team admin
• Monitoring and reporting
• Building relationships with a variety of stakeholders across organisational boundaries to deliver our outcomes.
• Room Bookings for corporate events
• Able to use Microsoft Office tools.

Desirable Experience for the roles

• Experience of managing the diary of a senior executive
• Experience of providing a wide range of management support activities
• Strong verbal and written communication skills with the ability to build effective relationships across teams.

Location & Terms of appointment

This post is advertised nationally but frequent travel will be required to locations where our Major Projects are based.

Your base office location at an MoJ HQ site, Justice Collaboration Centre, or Justice Satellite Office will be discussed if successful, as we do not offer home working contracts. All available sites can be found on this link.

Following the return to offices initiative any MoJ employee based in a MoJ building should be attending the office a minimum of two days a week. Typically, this will be at your base office location at an MoJ HQ site, Justice Collaboration Centre, or Justice Satellite Office. If you are required to travel to another office or site with your project/programme, this will be classed as a day’s office attendance. 

Salary & Grade

EO

New entrants to the Civil Service will be expected to join on the minimum of the pay range and this is non-negotiable.

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

Find Out More - Webinar

We will be holding find out more webinar session for all potential candidates to come and ask questions regarding the role. This will be held on

•  Thursday 15th February @13:30 – Register Here
  

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 and provide a current CV.

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

Successful candidates will then be invited for interview and the interviews will take place in person at an MoJ HQ site, Justice Collaboration Centre, or Justice Satellite Office as stated in the invitation to interview.

The interview will consist of technical competency-based questions and strength-based questions in line with success profiles.

In-tray Exercise

Candidates will also be asked to complete an In-tray Exercise prior to the interview commencing.  Instructions will be sent to candidates directly before 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.

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 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.