HQ Job Description (JD)
Band 8
Directorate: Chief Executive Office
Job Description: Private Secretary
Document Ref.
HQ-JES-2194 Private Secretary v4.0
Document Type
Management
Version
4.0
Classification
Official
Date of Issue
13 August 2020
Status
Baselined
Produced by
Head of Group
Authorised by
Reward Team
JD Evidence
HQ-JES-2194 Private Secretary v4.0
Job Description
Job Title
Private Secretary
Directorate
Chief Executive Office
Band
8
Overview of the job
The role supports the HMPPS Chief Executive Officer to provide leadership and
management across the Agency dealing with a diverse range of issues, which
includes management of the CEO’s workload, liaison with the offices of Ministers,
the Permanent Secretary, other Government Departments including No.10 and
Cabinet Office, Director Generals and Directors. The role line manages the senior
personal secretary to the CEO.
The environment is demanding and the jobholder will need strong influencing and
relationship management skills and develop a strong level of knowledge of high
priority issues across the range of Agency business. The job holder will be able to
speak authoritatively about the work being undertaken and make decisions that
reflect the needs and priorities of the CEO. The job holder will undertake projects
and pieces of work on behalf of the CEO when required.
The Private Secretary is responsible for supporting the CEO in the day to day duties,
ensuring that they are fully briefed on all pertinent issues in readiness to represent
the organisation at both internal and external meetings.
Summary
This is a busy and varied role that sits in the CEO private office, requiring close
working with Directors across a range of responsibilities as well as with colleagues in
finance, HR, Private Office Directorate, Press Office and working-level leads within
the HMPPS and MOJ. It offers a unique oversight of the business that covers a wide
range of operational and reform responsibilities.
The role is responsible for ensuring that the CEO has the information they need,
alerting them to the key actions which they are required to take and progressing
actions on their behalf. This includes oversight of the CEO e-mails and related
correspondence to ensure that all necessary action is taken forward by the business.
The role requires excellent organisational and interpersonal skills, working in a
demanding and fast-paced private office environment, to ensure that the Executive
Team is able to make informed, responsive decisions about the business.
Responsibilities,
Working as part of a small team the role is busy, varied and high profile within
Activities and Duties
HMPPS and the wider Department. The post holder will be expected to work flexibly
within the team to ensure that the office supports HMPPS across the range of
functions, showing the requisite discretion when dealing with sensitive issues and
information, and remaining calm under pressure. The post holder will be expected to
work confidently with staff at all levels and present information clearly and
succinctly at senior management meetings.
The job holder will be required to carry out the following responsibilities, activities
and duties:
? Managing all day to day correspondence for CEO.
? Ensuring CEO is sufficiently briefed for meetings, Parliamentary appearances,
events etc.
? Being the key point of contact for the CEO, supporting and enabling them in
their leadership of the organisation and understanding and promoting their
priorities, including organisational performance and risk.
HQ-JES-2194 Private Secretary v4.0
? Working closely with Directors and Directors’ business managers across the
organisation on urgent, high profile and high priority work, ensuring it is in line
with CEO requirements.
? Working closely with Ministerial Private Offices, Permanent Secretary’s Office
and press office, holding meetings on particular topics as necessary.
? Ensure that action is taken by the business to ensure deadlines are met through
commissioning work on behalf of CEO.
? Oversight of any reporting into the MoJ on behalf of the CEO, ensuring this is
properly actioned.
? Oversight of key external stakeholder relationships with CEO.
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. Significant
adjustments may require re-examination under the Job Evaluation Scheme and shall
be discussed in the first instance with the job holder.
Behaviours
? Changing and Improving
? Making Effective Decisions
? Managing a Quality Service
? Communicating and Influencing
? Delivering at Pace
? Working Together
Strengths
It is advised strengths are chosen locally, recommended 4-8.
Experience
? The job holder must have strong analytical and drafting skills.
? High level understanding of HMPPS organisational business.
? Good understanding of HR implications and responsibilities and financial
compliance for budget management and procurement.
Technical
Requirements
Ability
? The ability to understand, interpret and summarise complex information is
required.
? The ability to interact with and influence senior staff and stakeholders is
required.
Minimum Eligibility
? All candidates are subject to security and identity checks prior to taking up post.
? All external candidates are subject to 6 months’ probation. Internal candidates are
subject to probation if they have not already served a probationary period within
HMPPS.
? All staff are required to declare whether they are a member of a group or
organisation which HMPPS consider to be racist.
Hours of Work
Leave Blank
(Unsocial Hours)
Allowances
To be used by the JES Team only
HQ-JES-2194 Private Secretary v4.0
Success Profile
Strengths
Behaviours
It is advised strengths
Ability
Experience
Technical
are chosen locally,
recommended 4-8
Changing and Improving
The ability to
The job holder must have strong
understand, interpret
analytical and drafting skills.
and summarise complex
information is required.
Making Effective Decisions
The ability to interact
High level understanding of HMPPS
with and influence
organisational business.
senior staff and
stakeholders is required.
Managing a Quality Service
Good understanding of HR
implications and responsibilities
and financial compliance for
budget management and
procurement.
Communicating and Influencing
Delivering at Pace
Working Together
HQ-JES-2194 Private Secretary v4.0