Directorate: MoJ Project Delivery Function

Job Title: Diary Manager and Business and Corporate Support

Pay Span or equivalent: Band D (EO)

Contract Type: Permanent

The Ministry of Justice (MoJ) priorities include improving public safety and reducing reoffending by reforming prisons, probation and youth justice, and building a justice system which makes access to justice swifter and more certain for all citizens whatever their background. Project professionals in the MoJ help to improve the government’s ability to protect the public and reduce reoffending, and to provide a more effective, transparent and responsive criminal justice system for victims and the public. The MoJ has the third largest investment portfolio across central government with a range of complex and innovative projects and programmes.

We are currently advertising for a Diary Manager and Business and Corporate Support role to join the Project Delivery Function Management Office (PDFMO). This role will provide business and administrative support to the Project Delivery Function (PDF)’s Senior Leaders (SCS) and ensures that calendars are kept up to date through effective diary management and that their time and emails are managed effectively, and important issues are highlighted and prioritised.

This will be your main responsibility, however alongside this, you will be expected to support the PDFMO with other administrative activities such as event logistics, providing communication across the Function, producing regular reports and monitoring shared inboxes.

In this role you will be the first point of contact for the Senior Leaders (SCS) and through the key tasks of diary and inbox coordination for Senior Management within the PDF, compilation of correspondence and the organisation of meetings and other engagements, you will ensure the smooth running of their private offices and act as an initial contact point for their stakeholders.

As part of this role, you will join the Project Delivery Function Management Office (PDFMO) and have regular interactions with our Senior Leadership team, across both the Function and the Department, along with stakeholders across government, such as the National Infrastructure & Service Transformation Authority (NISTA).

You will join a high-performing team who are committed to making a strong investment in the personal and professional development of our people, and you will be supported and encouraged to develop your talent and skills.

MoJ expects its leaders to show openness, honesty and commitment, and, of course, to deliver results.

Key responsibilities of the role

These may be further shaped and adjusted dependent on business needs and team resources / skills.

Diary management / Private Office

Diary Management for Senior Leaders; including calendar management, resolving meeting conflicts and highlighting key appointments.
Scheduling and prioritising meeting requests
Planning and managing the Senior Leader’s time and priorities
Acting as the first point of contact, using initiative, and responding to and/or directing queries to the relevant parties.
Dealing with sensitive issues, acting with diplomacy, and always maintaining strict confidentiality.
Arranging travel and accommodation.
Administrative support

Business and Corporate Support

Managing and prioritising requests
Coordination of team mailboxes, directing queries to the relevant parties
Building relationships with a variety on stakeholders on behalf of PDFMO
Team admin
Monitoring and reporting
Building relationships with a variety of stakeholders across organisational boundaries to deliver our outcomes.
Room Bookings for corporate events
Able to use Microsoft Office tools.

Desirable Experience for the roles

Experience of managing the diary of a senior executive

Experience of providing a wide range of management support activities

Location & Terms of appointment

This post is advertised nationally but frequent travel will be required to locations where our Major Projects are based.

Your base office location at an MoJ HQ site, Justice Collaboration Centre, or Justice Satellite Office will be discussed if successful, as we do not offer home working contracts. All available sites can be found on this link.

Following the return to offices initiative any MoJ employee based in a MoJ building should be attending the office a minimum of two days a week. Typically, this will be at your base office location at an MoJ HQ site, Justice Collaboration Centre, or Justice Satellite Office. If you are required to travel to another office or site with your project/programme, this will be classed as a day’s office attendance.

Salary & Grade

Band D (EO)

New entrants to the Civil Service will be expected to join on the minimum of the pay range and this is non-negotiable.

Existing Civil Servants will have their salary calculated in accordance with the Department’s pay on transfer / pay on promotion rules.

Application Process

This vacancy uses Success Profiles (opens in a new window) as the method of assessment.

You will be required to complete an application form providing evidence of how you meet the Project Delivery Competencies as per the Project Delivery Capability Framework and provide a current CV.

Details on the PDCF can be found on the Infrastructure and Projects Authority pages

Successful candidates will then be invited for interview and the interviews will take place virtually via MS Teams.

The interview will consist of technical competency-based questions and strength questions.

Merit List of successful candidates based on location will be retained after this campaign for 12 months.

In-tray Exercise

Candidates will also be asked to complete an In-tray Exercise prior to the interview commencing. Instructions will be sent to candidates directly before their interview date. This is used to test a candidate’s admin responsibilities and planning tools. This will be one of the key responsibilities of the role.

Project Delivery Competencies

You will be required to provide evidence of the following key competencies at the indicated level:

Competencies	Description	Level required
Project Delivery Profession - Technical Competencies
Planning	The ability to define the fundamental components of an activity in terms of its scope, deliverables, time scales, resource requirements and budget. It also includes the production of broader plans incorporating risk and quality to provide a consolidated overview of the activity.	(A) Basic knowledge and limited or no experience You understand how it can be applied. You can describe the benefits and importance. You may have applied it in a low complexity project under supervision or assisted others in delivering it.
Scheduling	The ability to develop, produce and maintain schedules for activities that take account of dependencies, resource requirements and constraints in order to enable the efficient realisation of benefits.	(A) Basic knowledge and limited or no experience You understand how it can be applied. You can describe the benefits and importance. You may have applied it in a low complexity project under supervision or assisted others in delivering it.
Governance	The ability to clearly define roles, responsibilities and accountabilities and establish controls and approval routes appropriate to each stage of the project or activity to monitor progress and compliance.	(A) Basic knowledge and limited or no experience You understand how it can be applied. You can describe the benefits and importance. You may have applied it in a low complexity project under supervision or assisted others in delivering it.
Stakeholder Engagement	The ability to systematically identify, analyse and communicate with stakeholders, using appropriate channels, to ensure all those impacted by the change are engaged, taking account of their levels of influence and particular interests.	(A) Basic knowledge and limited or no experience You understand how it can be applied. You can describe the benefits and importance. You may have applied it in a low complexity project under supervision or assisted others in delivering it.
Assurance	The ability to establish, plan and manage reviews at appropriate points during all stages of the activity life cycle to provide evaluations of progress against time, cost, quality, compliance and ongoing viability.	(A) Basic knowledge and limited or no experience You understand how it can be applied. You can describe the benefits and importance. You may have applied it in a low complexity project under supervision or assisted others in delivering it.
Change Control	The ability to establish protocols to manage and document all requests that alter the scope of an activity or project. This includes, the capture, evaluation and approval or rejection of any requests.	(A) Basic knowledge and limited or no experience You understand how it can be applied. You can describe the benefits and importance. You may have applied it in a low complexity project under supervision or assisted others in delivering it.
Knowledge Management	The ability to identify, share and promote best practices and lessons learned to create a culture of learning and good practice that supports continuous improvement to optimise delivery.	(A) Basic knowledge and limited or no experience You understand how it can be applied. You can describe the benefits and importance. You may have applied it in a low complexity project under supervision or assisted others in delivering it.
Project Delivery Profession - Behavioural/Leadership Competencies
Credible action	The ability to promote the wider public good in all actions and to act in a morally, legally and socially appropriate manner at all times. Challenges unacceptable behaviour.	(A) Basic knowledge and limited or no experience You understand how it can be applied. You can describe the benefits and importance. You may have applied it in a low complexity project under supervision or assisted others in delivering it.
Collaboration	The ability to establish and develop productive relationships with internal and external stakeholders, bringing people together to benefit the Project Delivery Profession.	(A) Basic knowledge and limited or no experience You understand how it can be applied. You can describe the benefits and importance. You may have applied it in a low complexity project under supervision or assisted others in delivering it.
Influencing	The ability to influence, change and impact decisions with both internal and external stakeholders.	(A) Basic knowledge and limited or no experience You understand how it can be applied. You can describe the benefits and importance. You may have applied it in a low complexity project under supervision or assisted others in delivering it.
Resilience	The ability to adapt to changing circumstances and adverse situations whilst remaining calm, reassuring others and maintaining performance.	(A) Basic knowledge and limited or no experience You understand how it can be applied. You can describe the benefits and importance. You may have applied it in a low complexity project under supervision or assisted others in delivering it.

Travel

Frequent travel to other sites is required for this post.

Flexible working options

MoJ offers a flexible working system in many of its offices.

Job Sharing and Reduced Hours

All applications for job sharing or reduced hours will be treated fairly and on a case-by-case basis in accordance with the MoJ’s flexible working policy and equality policy.

Excess Fares and Relocation Allowances

This job is not eligible for relocation allowances but excess fares may be considered in accordance with MoJ’s excess fares allowance policy.

MoJ offers a range of benefits

Annual Leave

Generous allowances for paid holiday starting at 25 days per year and rising as your service increases. There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege days. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension

The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.

Training

MoJ is committed to staff development and offers an extensive range of training and development opportunities. As a member of the MoJ Project Delivery Function you will also have unique access to the Government Project Delivery Online Skills Tool which will support the development of your skills and assist with your career progression aspirations.

Support

A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
Access to flexible benefits such as salary sacrifice arrangements for childcare vouchers, and voluntary benefits such as retail vouchers and discounts on a range of goods and services.
Paid paternity, adoption and maternity leave.
Free annual sight tests for employees who use computer screens.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.

Working for the Civil Service

The Civil Service Code 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.

The Civil Service embraces diversity and promotes equality of opportunity.

There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.