Diary Manager and Administrative Support (HPGA) (Ref: 81766)

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:  Strategy, Analysis and Planning

Grade:           EO

Job Title:      Diary Manager and Administrative Support to Head of Project, Governance & Assurance (HPGA)

Location:   National, at any HMCTS site.

Permanent, part time role up to 21 hours per week ideally worked over 4 or 5 days.

Job description    

This is a new role in a small and dynamic team that has a huge range of stakeholders and an impact across the whole organisation. The environment is supportive and inclusive and will provide the opportunity to build knowledge of HMCTS and government corporate functions from the heart of the organisation.

The post-holder will be supporting the Head of Project Governance and Assurance (HPGA) – a key role in HMCTS providing expert advice to the project delivery community and assuring senior managers that our change and investment projects activities are organised and delivered in the most effective way possible. HPGA also provides oversight to the business planning team. As a result, the post-holder will work with range of people outside the immediate team, including private offices of senior officials, and teams across HMCTS, the Ministry of Justice and other organisations, as well as get involved with a variety of topics.

The successful candidate will need to be organised, assertive and confident, with the ability to prioritise a busy workload and work at pace.

The main duties of the role are to:

• Provide high quality executive support to the HPGA on a day-to-day basis to help ensure the smooth running of the team.
• Manage the diary and inbox, making the best use of time and prioritising appropriately – this will involve proactively identifying requests for information and for discussions, working closely with others to schedule meetings, allowing sufficient desk time etc.
• Manage an effective working relationship with the HPGA and her team, and regular contacts across the department.
• Use your judgement to prioritise routine work, and process items that require attention of the HPGA, or another team member in her absence.
• Ensure that the HPGA is prepared for meetings – collate papers and commission briefings where appropriate.
• Deal with requests promptly, organise meetings, including room bookings and managing conflicting requests, book equipment as required and issue calendar invites, agendas and papers to attendees.
• Arrange travel and hotel bookings in line with MoJ policy.
• Attend meetings when requested to record action points. Set up systems to track and monitor action points from meetings, ensuring these are followed up and resolved using appropriate means of escalation.
• Support the HPGA with line management and corporate responsibilities.
• Foster and maintain good relationships with a wide range of people, including projects and programmes, HMCTS Change Portfolio Office, HMCTS finance teams, the Ministry of Justice Portfolio Office, senior officials’ private offices across the department and external assurance and audit organisations.

Other duties

• The post holder is required to work in a flexible way and undertake any other duties reasonably requested which are commensurate with the grade and level of responsibility of this post.

Skills and Experience

Essential:

• Previous diary management and/ or personal assistant (PA) experience.
• High levels of organisation and excellent time management skills – particularly around planning, task management and prioritisation.
• Confidence in using Microsoft Office programmes (or equivalents), in particular Outlook and Teams.
• Experience/confidence working autonomously and directing own activity (within set parameters), and ability to anticipate what may be needed and respond to issues as they arise.
• Strong communication skills – able to communicate messages clearly to a range of audiences at all levels – both verbally and in writing.

Desirable:

• Previous experience of working in a government organisation.
• At least a basic understanding of project delivery or risk management and assurance in the public sector.

Accountability  

The post-holder will report directly to the HPGA.

Location of Post

The location of the post is negotiable – HMCTS and the Ministry of Justice have offices in locations around the country. The HPGA is based in Leeds and the rest of her team members are currently based in central London. If the post-holder is not based in London, travel will be required approximately monthly to support and collaborate in person with the HPGA and wider team.

Flexible working

The role is available part-time, up to 21 hours per week.

This post is open to flexible and hybrid working arrangements. The post-holder will ideally work over 4 or 5 days a week; daily hours can be flexible in discussion with HPGA’s requirements.

Selection process

As part of the selection process, you will be assessed against the Civil Service Success Profiles framework, focusing on Experience, Behaviours and Strengths.

The application stage will assess you on Experience and will be demonstrated through a CV and statement of suitability showing relevant experience and skills against the essential and desirable criteria for the role.

Behaviours are the actions and activities that people do which result in effective performance in a job. The Civil Service has defined a set of behaviours that, when demonstrated, are associated with job success. Civil Service Behaviours are specific to the grade level of the job role.

The examples of the behaviours are designed to give an overview of what is expected of individuals at each level. There is no expectation that all individuals will need to demonstrate every part of each example to be successful.

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

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

For information about Civil Service Success Profiles please follow this link Success Profiles – GOV.UK (www.gov.uk)

For guidance to help you write your application, please follow this link HM Courts & Tribunals Service Star document (hmctsjobs.co.uk)  

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

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

• 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 average employer contribution of 27%
• 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

Job contact :

• Name : SSCL Recruitment Enquiries Team
• Email : Moj-recruitment-vetting-enquiries@gov.sscl.com
• Telephone : 0845 241 5359

Recruitment team

• Email : Moj-recruitment-vetting-enquiries@gov.sscl.com