Personal Assistant (Ref: 17136)

Job summary

This is a National Role

Job description

Job Title: Personal Assistant

Grade: EO

Business Group: Chief Operating Officer

Contract Type: Permanent

Directorate: Finance Function

Team: Business Improvement Group

Location: National

Ministry of Justice (MoJ) Finance

The MoJ Finance Function is made up of three directorates: Financial Strategy & Partnerships, Finance Business Partnering HMPPS, and Financial Management Control, Risk and Governance. All working together playing a critical role in supporting the whole department and the delivery of the departments priorities while ensuring financial stability. These challenges demand a high calibre finance function, with the right people in the right roles supported by effective policies, systems and processes and, where appropriate, the latest technologies to protect the departments finances. The MoJ Finance Function brings together several hundred skilled people from across the department to help do this, making better use of our collective skills and experience to benefit others.

Information about the MoJ and its priorities can be found at www.gov.uk/government/organisations/ministry-of-justice/about>

About the Role

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

MoJ Finance is at the heart the Ministry’s decision making. Our teams support the agencies and Groups across MoJ. Each Directorate and team within has a deep experience in their area 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 functional support 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.

Main Activities / 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 enquiries, booking meetings and relevant facilities and equipment, ‘signposting’ queries to other functions/individuals, IT request and new starter information.
• Monitor the functions 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 & staff recognition process for your areas.

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.

Essential Criteria

• Excellent written skills
• Proficient knowledge of the suite of Office 365 products
• Good communication skills and the ability to communicate at all levels of the organisation
• Excellent organisational skills

Application process

You will be assessed against the Civil service success profiles framework.

Sift

Behaviours & Experience

Please provide examples of how you have met each of the behaviours:

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

Please refer to the CS Behaviours framework for more details at this grade:
https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/717275/CS_Behaviours_2018.pdf>

Please submit an anonymous copy of your CV.

If we receive a large number of applications, we will carry out an initial sift on the lead criteria of Managing a Quality Service.

Candidates Invited to Interview

Please note that interviews will be carried out remotely via MS Teams. During the interview, we will be assessing you on Behaviours and Strengths from the Success Profiles framework.

Behaviours

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

For an enquiries regarding the role please contact Amy.Hesbrook@justice.gov.uk.

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.

Person specification

Please refer to Job Description

Behaviours

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

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

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 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.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.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 5359

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/17136?entityId=17136