Job Description

Job title: Business Support Manager

Grade: HEO

Location: National

Duration: 12 months, with the possibility of extension due to this being maternity cover

Team/Directorate: Corporate Services Transformation (CST), MoJ People and Capability

The Department

The Ministry of Justice is one of the largest departments across Whitehall with a high profile, fast-paced and complex delivery and reform agenda. Our vision is to deliver a world-class justice system that works for everyone in society.

The role of the Ministry is to protect the public and reduce reoffending, and to provide a more effective, transparent, and responsive criminal justice system for victims and the public. We will achieve this by improving public safety, reforming prisons, probation, and youth justice to build a system that delivers swifter access to justice with increased certainty for all citizens whatever their background.

The Ministry of Justice (MoJ) is a fast-paced and rapidly changing part of government responsible for broad-ranging policy and service delivery. The MoJ has ambitious plans to reform the justice system and at the same time transform itself into a smarter, simpler and more efficient department.

For more information on who we are and what we do, please visit: https://www.gov.uk/government/organisations/ministry-of-justice

People & Capability

The role of P&C is to support the organisation and approx. 85,000 people by enabling our colleagues to work to their full potential.

We operate as a cluster of HR services working seamlessly to provide expert support, advice and delivery throughout the employee lifecycle. From the time people join the organisation, to the point at which they leave, we strive to make a positive contribution to their work experience. We want everyone who works for the Ministry of Justice to feel confident in their skills, ambitious for the future and fulfilled by their work and relationships with their colleagues

Overview

This role offers a unique view of the MoJs P&C function and its Divisional functions, how they operate internally, as well as the role they play in supporting wider P&C programmes and initiatives across the Department and agencies.

The role provides business support to the CST office and Deputy Director’s whilst working with colleagues across the organisation on key board meetings, providing secretariat support and working closely with senior management teams.

As a Business Manager, no two days will be the same. You will have a multitude of opportunities to learn, grow, and develop your career in a way that best suits you.

The role will provide excellent opportunities to work at the heart of MoJ in a vibrant environment, learning how People Group operates within MoJ as well as the wider Civil Service.

Responsibilities, Activities & Duties:

• Manage a varied workload and keep up to date with multiple tasks concurrently.
  
  
  

• Provide secretariat support for specific meetings and undertake the day-to-day tasks of ensuring its smooth functioning. These tasks will include organising meetings, agendas, and maintaining action logs.
  
  

• Draft minutes for meetings ensuring they are produced on time and to a high standard. Ensure that actions are followed up and recorded effectively.
  
  
  

• Provide direct support for Divisional Directors, managing the flow of communications and information including Inbox and diary management, commissioning tasks to senior leaders, preparing briefings, presentation and templates to support the Divisional Director.
  
  
  

• Accountable for sourcing, collating, researching, validating, analysing a wide range of management data. Produce reports and documents to show findings and options to support and influence decision making.
  
  
  

• Manage and maintain a forward schedule of meetings across the Divisional Director’s office and ensure all members’ needs are taken into account.
  
  
  

• Support with the delivery of P&C and divisional group activities; organising staff events, producing key documentation and ad hoc administrative tasks.
  
  
  

• Foster and manage effective working relationships with a wide range of colleagues and stakeholders within and outside of MoJ, this may include Senior Leadership teams across MoJ, MoJ Press Offices, Ministers’ Private Offices, demonstrating good team working and communication skills.
  
  
  

• Owning and improving internal processes, reporting through use of smarter working software. This may include creating and updating one note and MS Teams channels, using SharePoint to access and save key files as well as making the best use of all available technology.
  
  
  

• You may provide adhoc project support to the senior team and support wider team projects or assignments that improve how we work in the team and/or our delivery across the wider People & Capability. This may include: meeting organisation and secretariat, proactive tracking of actions, organisation of workshops, management of risk, planning tools & trackers and workflow assurance.

These responsibilities are representative and are not intended to be exhaustive.

Person Specification:

• You will have strong organisational and interpersonal skills.

• Able to provide evidence in the establishing and maintaining effective relationships with a wide variety of people, including senior officials.

• Proactive approach, with excellent organisational skills, attention to detail and an ability to work well under pressure.

• Communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for your audience, including making the best of digital resources and considering value for money.

• Excellent planning and time management skills

• Understand how your work and the work of the Senior Leadership team, supports wider objectives and meets the diverse needs of stakeholders.

• Take a keen interest in expanding your knowledge in areas related to your work and keep up to date with issues that affect your area.

• Handle challenging conversations with confidence and sensitivity.

• Show pride and passion for your work and positive, inclusive engagement with your team.

Travel requirements:

Travel for team away days approximately 3-4 times a year will be required (usually in London).

Application process

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

Sift

Behaviour - Please provide an example of how you meet the behaviour of Delivering at Pace (lead behaviour)

Statement of Suitability (no more than 500 words) - Please provide evidence of experience you have that would lend itself to the role of Business Manager Support

Should we receive a large number of applications, we will do an initial sift on the lead behaviour of Delivering at Pace.

Candidates invited to Interview

Please note that interviews will be carried out remotely via MS Teams.

Behaviours - You will be asked by the interview panel to provide examples of how you meet the behaviours listed below.

1. Delivering at Pace (lead behaviour)

2. Communicating and Influencing

3. Making Effective Decisions

Strengths - You will also be asked about Strengths which are not notified in advance. You can refer to the CS Strengths dictionary for more details:  Success Profiles - Civil Service Strengths Dictionary (publishing.service.gov.uk) 

Contact information  

Please do get in touch if you would like to know more about the role or what it is like working in our team. Monica Hirani - monica.hirani@justice.gov.uk