JOB DESCRIPTION

Ministry of Justice (MoJ) Finance

The MoJ Finance Function is made up of three directorates: Financial Strategy & Partnerships, Finance Business Partnering HMPPS, and Financial Management Control, Risk and Governance. All working together playing a critical role in supporting the whole department and the delivery of the departments priorities while ensuring financial stability. These challenges demand a high calibre finance function, with the right people in the right roles supported by effective policies, systems and processes and, where appropriate, the latest technologies to protect the departments finances. The MoJ Finance Function brings together several hundred skilled people from across the department to help do this, making better use of our collective skills and experience to benefit others.

Information about the MoJ and its priorities can be found at www.gov.uk/government/organisations/ministry-of-justice/about

About the Role

An exciting opportunity has arisen for an outstanding individual to support the strategic leadership team in MoJ Finance Function. As a personal assistant you will work directly with deputy directors within this fast paced, and varied role.

MoJ Finance is at the heart the Ministry’s decision making. Our teams support the agencies and Groups across MoJ. Each Directorate and team within has a deep experience in their area and is a key part of decision making for in the Ministry. 

This post supports the directors, deputy directors, and their senior management team. You will work directly with a Senior Civil Servant or group of Senior Civil Servants as their PA but you will be a member of the wider functional support team and will engage with colleagues across the department.

As a personal assistant you will demonstrate high levels of integrity to handle sensitive issues competently and to engender a culture of trust between the Group and other Directorates. Whatever your current professional background or previous experience, the successful candidate will have excellent organisational skills and the ability to respond quickly to changing priorities. You will have strong interpersonal skills and be confident in approaching the right people to work together to solve problems and in building relationships quickly with stakeholders inside and outside of your team.

Main Activities / Responsibilities

The job holder will be required to undertake the following duties and responsibilities:

• Review emails and either reply on behalf of or prioritise for action either by reference to the sender, the content and/or dates for responses.

• Arrange meetings, working with counterparts in other offices to co-ordinate diary arrangements often within tight time-constraints and conflicting priorities for dates, times and locations.

• Work with colleagues to progress or chase actions to ensure they are addressed and responded to in a timely manner.

• Ensure all diary arrangements are scheduled accurately and that any changes are communicated and agreed in a timely manner.

• Compile details of agenda, attendees and papers required for meetings and write minutes in a timely manner. To include maintaining action logs where required. Attend meetings as required.

• Collate and prepare bi-laterals and summarise information ensuring any subsequent actions are carried out and writing up of the notes as required.

• Arrange all local training events and workshops, group informal updates and formal staff away days.

• Act as the key contact for general administrative support, which will include; but not limited to; dealing with enquiries, booking meetings and relevant facilities and equipment, ‘signposting’ queries to other functions/individuals, IT request and new starter information.

• Monitor the functions functional mailbox’s, ensuring any issues are actioned and where required filed/log requests in the relevant folder/spreadsheet

• Distribute all communications to relevant managers

• Booking of travel and accommodation.

• Support the directorate SMT and manage the performance review & staff recognition process for your areas.

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary.

Essential Criteria

• Excellent written skills

• Proficient knowledge of the suite of Office 365 products

• Good communication skills and the ability to communicate at all levels of the organisation

• Excellent organisational skills

Application process

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

Sift

Behaviours & Experience

Please provide examples of how you have met each of the behaviours:

• Managing a Quality Service

• Communicating and Influencing

• Delivering at Pace

• Working Together

Please 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

Please submit an anonymous copy of your CV.

If we receive a large number of applications, we will carry out an initial sift on the lead criteria of Managing a Quality Service.

Candidates Invited to Interview

Please note that interviews will be carried out remotely via MS Teams. During the interview, we will be assessing you on Behaviours and Strengths from the Success Profiles framework.

Behaviours -

• Managing a Quality Service

• Communicating and Influencing

• Delivering at Pace

• Working Together

For an enquiries regarding the role please contact Amy.Hesbrook@justice.gov.uk.

Travel

There will be some occasional travel required as part of this role.

The successful candidate will be appointed to either one of the locations specified in the advert or, if nearer to their home, an alternative MoJ office location in the region which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed upon completion of pre-employment checks.

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working.  Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.