Assistant Commercial Officer Apprenticeship – Commercial and Contract Management Directorate x3 (Ref:76784)

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.

About the Department 

The Ministry of Justice (MoJ) is a major government department, at the heart of the justice system. Responsible for courts, prisons and probation services, we work to ensure sentences are served and offenders are given rehabilitation opportunities to become law-abiding citizens. 

The Ministry of Justice (MoJ) has one of the largest and most complex spend profiles in central government. The Commercial and Contract Management Directorate (CCMD) is responsible for coordinating procurement and contract management across the MoJ, its agencies and non-departmental public bodies.  

The MoJ spends £6.7bn a year and manages over 1000 active contracts, all of which are sourced and managed by CCMD. We are running some of the most groundbreaking programmes such as Prison Reform and His Majesty’s Courts and Tribunal Service Reform. The scope of our contracts ranges from building, maintenance and the operation of Prisons, Courts and Young Offender establishments through to food for prison dogs. The directorate also buys and manages contracts for feeding up to 80,000 prisoners, the secure escorting of prisoners from numerous establishments based around the country and translation services.  

CCMD is organised into category teams, each with an interesting portfolio of contracts and diverse customers and suppliers to manage. We also have systems, programme management office, supplier relationship and risk management teams who work across all areas. 

Assistant Commercial Officer Apprenticeship

Commercial and Contract Management Directorate is recruiting for three Assistant Commercial Officer apprentices (EO) in Estates Commercial, HMPPS Estates Transformation and Rehabilitation Services teams. This apprenticeship offers a unique opportunity to gain practical experience and develop valuable skills in a professional work environment. The successful candidates will work closely with experienced professionals, contributing to the efficient running of our organisation while developing their own knowledge and abilities.

Location

Successful candidates will be based at the following location:

5 Wellington Place, Leeds, LS1 4AP.

The MoJ is currently operating a hybrid working model and staff must be present at their base location for a minimum of 2 days every week.

Ways of Working

At the MoJ we believe and promote alternative ways of working, these roles are available with:

•    Full-time, part-time or the option to job share.
•    Flexible working patterns.
•    Flexible working arrangements between office and home working.

If we receive applications from more suitable candidates than we have vacancies for at this time, we may hold suitable applicants on a reserve list for 12 months, and future vacancies requiring the same skills and experience could be offered to candidates on the reserve list without a new competition.

Assistant Commercial Officer – the role

As an Assistant Commercial Officer, you will:

•    Provide general administrative support to assigned teams, including data entry, document management, and record keeping.
•    Assist in the coordination and organization of meetings, events, and appointments.
•    Handle incoming inquiries and emails, ensuring timely and professional responses.
•    Maintain accurate and up-to-date records and databases.
•    Prepare documents, reports, and presentations as required.
•    Collaborate with team members to ensure smooth workflow and effective communication.
•    Contribute to process improvement initiatives, suggesting ideas for increased efficiency and effectiveness.
•    Participate in relevant training and development programs to enhance business administration skills.
•    Adhere to organisational policies, procedures, and ethical standards.
•    Play a proactive role in communicating the apprenticeship scheme to the team, directorate and department.
•    Complete assigned coursework and assessments to fulfil the requirements of the Business Administration Level 3 Apprenticeship program.

Business Administration Apprenticeship

Business administrators have a highly transferable set of knowledge, skills and behaviours that can be applied in all sectors. The role will involve developing, implementing, maintaining and improving administrative services.

The responsibilities of the role are to support and engage with different parts of the organisation and interact with internal and external stakeholders. The role of a business administrator contributes to the efficiency of an organisation, through support of functional areas, working across teams and resolving issues as requested. 

The role involves demonstrating strong communication skills (both written and verbal) and adopting a proactive approach to developing skills. The business administrator is also expected to show initiative, managing priorities and own time, problem-solving skills, decision-making and the potential for people management responsibilities through mentoring or coaching others.

About the apprenticeship programme

Over this time, you will:

•    Be employed as a civil servant in the MoJ with a line manager providing regular mentorship and feedback throughout the apprenticeship.
•    You’ll work towards the Level 3 Business and Administration apprenticeship. You will complete virtual and in-person teaching, on-the-job learning, a personal development plan and an end point assessment. 

Typically, the apprenticeship takes up to 18 months to complete.

Skills and Experience

Person specification

Essential Skills & Abilities:

•    Communication – Good interpersonal skills and ability to communicate effectively. Professional and courteous demeanour in dealing with colleagues and external stakeholders.
•    Professionalism – Able to understand and follow instructions and have high standards of accuracy. Commitment to maintaining confidentiality and handling sensitive information appropriately.
•    Organisation – Able to manage complex administrative tasks, prioritising competing deadlines and attention to detail and accuracy in performing responsibilities. Strong organisational and time management abilities.
•    IT – Experience using Microsoft 365 tools, including Microsoft Word and Excel with ability to accurately enter/retrieve data from information systems and improve the efficiency of administrative tasks.
•    Independent Working – Resourceful and able to use initiative and make sound decisions based on knowledge and expertise.
•    Personal Development – Willingness to learn and take on new responsibilities. Passion for business administration or related fields.
•    Where candidates are awaiting exam results, any offer made will be conditional on meeting the entry requirements included under the criteria.

Eligibility for the apprenticeship programme

As this role includes completion of the Business Administration Apprenticeship (Level 3) please check the eligibility requirements below using the apprenticeship standard: 

•    You must have lived in the UK and/or EU for 3 years prior to apprenticeship start date and not be undertaking another apprenticeship at the same time.
·    You must not already have some of the skills and knowledge that is covered in the contents of the apprenticeship standard.
·    You must not have already worked in a similar role, or your previous learning, and/or work experience covers the contents (Knowledge, Skills and Behaviours) of the apprenticeship standard.

Therefore, please do not apply if:

·    You already have all the skills and knowledge that is covered in the contents of the apprenticeship standard.
·    You have already worked in a similar role, or your previous learning, and/or work experience covers the contents (Knowledge, Skills and Behaviours) of the apprenticeship standard.
·    You have a Level 4 or above qualification in Business Administration.

•    If you are successful in the initial sift, your eligibility will either be checked by the training provider or a self-assessment skills checker. This will be completed prior to your interview.

Please note that: 

·    Part of this apprenticeship is to complete a level 2 English and Maths functional skills qualification. If you have already achieved GCSEs in English and Maths at Level 4 (grade C) or above, you will not need to complete the functional skills qualification, but you will need to provide proof of your exam certificates.

Application process

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

Experience

You will be asked to provide a CV and a Statement of Suitability during the application process to assess any demonstrable experience, career history and achievements that are relevant to the role.

Behaviours

During the application process you will be asked to provide an example of how you have met the following behaviours (see Annex A for more information):

•    Communicating and Influencing
•    Developing Self and Others
•    Working Together

Please also 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

Should we receive a large number of applications, we will sift primarily on the lead behaviour of Communicating and Influencing. Successful applicants will then be invited to an interview, testing behaviours.

Candidates invited to Interview 

Please note that interviews will be carried out remotely. 

Behaviours

During the Interview process you will be asked to provide an examples of how you have met the following behaviours (see Annex A for more information):

•    Communicating and Influencing
•    Developing Self and Others
•    Working Together

Interview dates are to be confirmed.

Candidates applying from HMPPS should note that the Ministry of Justice does not have the same conditions of employment as HMPPS. It is the candidate’s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful.

The MoJ is proud to be Level 3 Disability Confident. Disability Confident is the approach through which we offer guaranteed interviews for all people with disabilities meeting the minimum criteria for the advertised role as set out in the job description.

Annex A – The STAR method

Using the STAR method can help you give examples of relevant experience that you have. It allows you to set the scene, show what you did, and how you did it, and explain the overall outcome.

Situation – Describe the situation you found yourself in. You must describe a specific event or situation. Be sure to give enough detail for the job holder to understand.

•    Where are you?
•    Who was there with you?
•    What had happened?

Task – The job holder will want to understand what you tried to achieve from the situation you found yourself in.

•    What was the task that you had to complete and why?
•    What did you have to achieve?

Actions – What did you do? The job holder will be looking for information on what you did, how you did it and why. Keep the focus on you. What specific steps did you take and what was your contribution? Remember to include how you did it, and the behaviours you used. Try to use “I” rather than “we” to explain your actions that lead to the result. Be careful not to take credit for something that you did not do.

Results – Don’t be shy about taking credit for your behaviour. Quote specific facts and figures. Explain how the outcome benefitted the organisation or your area. Make the outcomes easily understandable.

•    What results did the actions produce?
•    What did you achieve through your actions and did you meet your goals?
•    Was it a successful outcome? If not, what did you learn from the experience?

Keep the situation and task parts brief. Concentrate on the action and the result. If the result was not entirely successful describe what you learned from this and what you would do differently next time. Make sure you focus on your strengths.

This is an 18-month Fixed Term Appointment. Successful candidates are required to pass the End Point Assessment. 

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

• Communicating and Influencing
• Developing Self and Others
• Working Together

• 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