Directorate: MoJ Project Delivery Function

Job Title: Workforce and Finance Support Officer (Finance Support)

Pay Span or equivalent: Band C (HEO)

Location: National

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.

As part of the Business and Corporate Team in MoJ Project Delivery Function Management Office (PDFMO), you will report to the Project Delivery Function’s (PDF) Workforce Planning Manager and the PDF Finance Manager to feed into the Chief Operating Officer and their wider Professional Delivery Leadership Team (PDLT). This is an operational and corporate role with a focus on finance and workforce, although you will be exposed to the Department’s portfolio of projects and programmes through your work across the Function.

As part of your role supporting the PDF Workforce Planning Manager, you will support them with the implementation and monitoring of digital and data solutions for tracking our workforce and managing our gap analysis processes. You will be responsible for the upkeep of our reporting tools on PowerBi and work with the Workforce Planning Manager to collaborate with stakeholders and find improvements to our service offer. Whilst administering key workforce systems, you will deputise for the SEO Workforce Planning Manager where necessary.

In addition to supporting the PDF Workforce Planning Manager you will also support the PDF Finance Manager by managing and maintaining the monthly recharge to the Business Areas along with updating the monthly forecasting trackers. You will expected to maintain productive relationships with a variety of stakeholders including the PDF Senior Leadership Team (SLT), Finance Business Partner and Management Accountant.

The PDFMO team acts as the corporate centre for the Project Delivery Function, managing the Finance, Private Offices and Business and Corporate Governance and Assurance for the PDF. You will therefore be exposed to a wide range of opportunities and have the chance to be involved in strategic pieces of work directly with PDLT and SLT. You will have a passion for delivering change and the personality to influence people throughout the department.

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

Key Responsibilities

Workforce

• Support the implementation and monitoring of the Functions Strategic Workforce Plan.

• Support with the improvement the quality of the Function’s People Data.

• Work closely with colleagues on implementation of the Project Delivery Function’s Capability Strategy

• Implementation and monitoring of the Talent and Development strategy and learning approach for the Project Delivery Professionals.

• Identify key trends, weaknesses, gaps and opportunities in Project Delivery Professionals skill levels to ensure an optimum level of capability.

• Develop and implement effective processes to ensure the delivery of intelligence-lead solutions.

• Development and maintenance of PowerBi Reports and Dashboard

• Support with the development of key data tools utilising DataVerse and PowerApps

• Respond to Ad Hoc commissions relating to the Function’s workforce.

• Maintain close and productive relations with HoP, SLT and PDLT, providing advice and support when needed.

• Acting as the key point of contact for PDFMO, establishing effective working relationships with key senior stakeholders across MoJ and the Civil Service.

• Deputise for SEO Workforce Planning Manager

• Administer key workforce systems, ensuring information is collated and updated promptly and accurately.

Finance

• Manage monthly recharges for PDG members on assignment, including tracking additional rechargeable costs accrued (travel and subsistence on incorrect cost centre, overtime) and monitoring impact of ongoing workforce issues (mat leave, LTS etc.)

• Support the assurance of accurate monthly recharges to business areas for PDG resources (including Contingent Labour charges)

• Support on regular PDG recharge reviews.

• Manage the administration of Function’s Reward and Recognition Process

• Manage year-end accruals and reconciliations.

• Management of purchase orders across the PDF - Raising and tracking

• Maintenance of key documents (e.g. delegated authorities, PDF staff trackers)

• Reconciliation of central reporting received from MoJ HQ - income, expenditure, payroll, purchase orders, travel and subsistence costs

• Identification and escalation as required of financial discrepancies or issues

• Support financial forecasting, including co-ordinating regular updates to MoJ HQ, FBP and Management Accountant

• Support financial forecasting, including co-ordinating regular updates to MoJ HQ, FBP and Management Accountant

• Support delivery of regular and ad hoc financial reporting for the Function

• Deputise for SEO Finance Manager

Key interactions

• Professional Delivery Group

• MoJ Project Delivery Function

• Portfolio & Assurance

• Head of Profession

• Chief Operating Officer

• National Infrastructure and Service Transformation Authority

• Other Government departments

• Finance and HR BPs

Desired Criteria

• Well organised and professional communicator

• Experience working across multi-disciplinary teams

• An understanding of financial reporting

• Experience with data analysis

• Proficient use of Microsoft tools for reporting and presenting i.e. Excel and PowerPoint

• Familiar with creation dashboards and analysing data in PowerBi

Location & Terms of appointment

This post is advertised nationally but frequent travel will be required.

The PDFMO are currently based out of 5 Wellington Place, Leeds but a base office location at an MoJ site will be discussed if successful, as we do not offer home working contracts.

Salary & Grade

Band C - HEO

New entrants to the Civil Service will be expected to join on the minimum of the pay range.

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 behaviour 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

On the day of the Interview, candidates will be asked to complete an In-tray Exercise one hour 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

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, 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, and 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 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.

Use of Artificial Intelligence (Al)

Artificial intelligence can be a useful tool to support your application, however, all examples, statements and CV 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.