Director’s Secretary (Ref: 19442)

Job summary

Please refer to Job Description

Job description

Overview of the job

The post-holder is responsible for managing the Director’s Diary, and providing any general administrative support as required.

The post-holder reports to the Director’s Business Manager and then to the Director.

Summary

The post-holder is required to provide daily diary management and general administrative support to the Director in a high-pressure environment.

This necessitates the ability to prioritise meetings and manage the diary in the most efficient and practical way.

Significant interaction with internal and external stakeholders is required.

The post-holder is also required to prepare meeting papers along with other general administrative tasks such as: taking minutes; typing; and photocopying.

The post-holder will deal with sensitive material on a regular basis; a high level of discretion and judgement is required.

Responsibilities, Activities and Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

• Reviews emails and either replies on behalf of the Director or prioritises for action either by reference to the sender, the content and/or dates for responses.

• Works with colleagues to progress or chase actions delegated to and from the Director to ensure they are addressed and responded to in a timely manner.

• Maintains daily contact with the Director to ensure that he/she is briefed fully on any events/issues which may arise in their absence.

• Act as a key contact in the office for general enquiries, “signposting” queries to other functions/individuals where appropriate.

• Organises meetings on behalf of the Director.

• Works with counterparts in other offices both within and external to HMPPS to co-ordinate diary arrangements often within tight time-constraints and conflicting priorities for dates, times and locations.

• Makes all travel/accommodation arrangements on behalf of the Director.

• Ensures that all diary arrangements are scheduled accurately and that the Director is made aware of any changes to the agreed schedule in a timely manner.

• Compiles details of agendas, attendees and papers required for meetings in a timely manner.

• Receives visitors on behalf of Director.

• May be required to attend meetings to take minutes and subsequently maintain an action log.

• Ensures that documents prepared and sent out on behalf of the Director reflect HMPPS standards of formatting and presentation.

• Maintains all paper filing, ensuring compliance with archiving and retention policies.

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. Significant adjustments may require re-examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder.

Behaviours

• Seeing the Big Picture

• Making Effective Decisions

• Managing a Quality Service

• Delivering at Pace

• Communicating and Influencing

• Working Together

Ability

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh - TBC may only be required if undertaking Duty Governor duties

Person specification

Please refer to Job Description

Behaviours

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

• Communicating and Influencing
• Delivering at Pace
• Making Effective Decisions

Benefits

Alongside your salary of £34,440, HM Prison & Probation Service contributes £9,977 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).

• 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 Behaviours and Strengths.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.

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.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/19442?entityId=19442