Diary Manager & Business and Corporate Support (Ref: 14829)

Job summary

This is a Nationally based role

Job description

We are currently advertising for a Diary Manager and 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 ensure 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.

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.

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 National Infrastructure & Service Transformation Authority (NISTA).

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, resolving meeting conflicts and highlighting key appointments.
• Scheduling and prioritising meeting requests
• 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

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

Band D (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.

Application Process

This vacancy uses Success Profiles (opens in a new window) as the method of assessment.

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. Please use the 'Apply' button to direct you through the process.

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 virtually via MS Teams. Candidates will be assessed on a combination of Technical and Strength based questions.

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

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.

Use of Artificial Intelligence (Al)

Artificial intelligence can be a useful tool to support your application, however, all examples, statements and CV provided, must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

Contact Point for Applicants

Job contact :

Name : PDFMO Resourcing Team

Email : ProjectDeliveryRes@justice.gov.uk

Project Delivery Competencies

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

Competencies

Description

Project Delivery Profession – Technical Competencies

Planning

The ability to define the fundamental components of an activity 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 the activity.

Level required

(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.

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.

Level required

(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.

Governance

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

Level required

(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.

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.

Level required

(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.

Assurance

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

Level required

(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.

Change Control

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

Level required

(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.

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 delivery.

Level required

(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

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.

(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 Delivery Profession.

(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.

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

Resilience

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

(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.

Travel

Frequent travel to other sites is required for this post.

Technical skills

Stakeholder Engagement - Stakeholder engagement is 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

Planning - Planning is 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.

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.

Knowledge Management - Knowledge management is the ability 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.

Person specification

Please refer to Job Description

Technical skills

We'll assess you against these technical skills during the selection process:

• Please refer to the Job Description
• Please refer to the Job Description
• Please refer to the Job Description
• Please refer to the Job Description

Benefits

Alongside your salary of £29,303, Ministry of Justice contributes £8,489 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Access to learning and development
• A working environment that supports a range of flexible working options to enhance your work life balance
• A working culture which encourages inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%
• Annual Leave
• Public Holidays
• Season Ticket Advance

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Things you need to know

Artificial intelligence

Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.

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.The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : SSCL Recruitment Enquiries Team
• Email : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk
• Telephone : 0345 241 5358

Recruitment team

• Email : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Further information

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. If you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages: http://civilservicecommission.independent.gov.uk/civil-service-recruitm…

https://jobs.justice.gov.uk/careers/JobDetail/14829?entityId=14829