Business Support Officer to the Deputy Director of Information Transformation

Role Purpose

Are you looking for a new challenge working at the heart of the justice system? We are looking for a motivated and collaborative individual to join Security and Information Group (SIG). As Business Support Officer to the Deputy Director of the Information Services Division (ISD) you will support the Deputy Director and her leadership team to deliver on our priorities and contribute to the effective running of the Division. You will be working in a fast-paced environment, balancing competing demands, and delivering challenging objectives.

This is a challenging and fast-paced role that would be suited to an individual with outstanding organisational and interpersonal skills. The successful candidate will need the ability to manage multiple deadlines across a wide spectrum of work and a track record in building relationships quickly across key partners. You will provide diary, administrative and reporting support as well as helping with the day-to-day running of the Deputy Director’s office. You will also contribute to the wider Directorate encouraging continuous improvement and promoting ideas to improve ways of working.

Responsibilities include but are not limited to:

• Provide first class day-to-day diary manager support to the Deputy Director. Effectively manage the Deputy Director’s inbox and correspondence; making decisions on prioritisation, tracking deadlines and responding on behalf of the Deputy Director. Act as the main point of contact and gate keeper for her diary, prepare day packs, briefings and create itineraries.

• Keep abreast of the Deputy Director’s changing priorities when organising and agreeing their schedule; building and maintaining excellent working relationships with internal and external stakeholders, often at senior level. Maintain and develop good relationships and working contacts with ministerial and Perm Sec Private offices, DG offices, and MoJ Directors/Deputy Directors.

• Support the Deputy Director in her role as a senior leader in Knowledge and Information Management, including taking the lead on preparing for meetings boards and wider corporate responsibilities. Commission work on behalf of the Deputy Director in order to meet specified timescales and ensuring delivery on time and to the required quality standard.

• Maintain a broad but thorough understanding of business with a particular focus on corporate issues and governance arrangements.

• Deal with requests and returns which come to the unit, overseeing completion and supporting timely action.

• Oversee and manage internal and external spreadsheets, management documents and corporate returns, ensuring timely completion, MI and reporting.

• Prepare unit wide communications for ensuring staff keep up to date with key changes and important announcements

• Setting up meetings, drafting agendas, taking minutes at meetings, circulating papers.

• Support the team with recruitment, onboarding and induction

• Organise learning sessions and events for the division by arranging speakers, booking rooms, sending invites, etc

• Carry out duties involving photocopying, preparing meeting packs, filing, faxing and post as required.

• Provide ad-hoc support services to other areas of the wider directorate

• Maintain stakeholder information, contacts, distribution lists, organograms, etc

Skills and experience

• Very strong organisational skills and attention to detail, particularly in providing support at Director and DD level.

• Excellent oral and written communication skills, including the ability to speak with authority when dealing with senior officials and leaders.

• Tact and discretion, particularly in supporting the Director’s responsibilities in respect of sensitive issues and work.

• Experience of working at pace, under pressure, and of taking decisions in a fast-moving environment.

• A track record in building relationships quickly across key partners.

• Ability to work effectively both independently and as part of a team.

Key behaviours required for the role include:

• Delivering at pace

• Working together

• Communicating and Influencing

• Managing a Quality Service