HM Courts and Tribunals Service

Directorate: Digital Technology Services (DTS)

Pay Band: HEO

Job Title: Executive PA - DTS

Location: London / National

Successful applicants will be expected to be office based 3 days per week in any HMCTS Office (subject to business availability).

Term: Permanent

Interview: Video conference via Teams

Important salary details:

New recruits to the Civil Service joining MoJ are expected to join at the band minimum.

Existing Civil Servants applying on promotion, will usually be appointed on the salary minimum of the new pay band, or receive an increase of 10 percent on the current base salary, whichever is higher (This is restricted to the pay maximum of the new band).

Reserve List:

HMCTS run a Reserve List, where candidates who are unsuccessful at interview by only a few points, can be offered other roles, at the same band, for up to 12 months. You will be able to view your status via the application screen. If you have been added to the Reserve List, your status will show either Merit or Reserve list.

Introduction:

These are exciting times at HM Court and Tribunals Service (HMCTS). As an agency of the MoJ, we support the judiciary across England and Wales to deliver justice by running courts and tribunals and processing outcomes, and we are looking for talented people to help us achieve our ambitions. It will be challenging, important and rewarding.

HMCTS Digital and Technology Services (DTS) is a specialist technology directorate which provides support to HMCTS in the use of IT and Digital.

DTS is committed to being a great place to work and part of our offer is brilliant training opportunities and support from expert colleagues. As well as that you’ll find flexible working, an inclusive culture and a place where your opinion is valued.

Please follow the link below for further information about HMCTS. www.gov.uk/government/organisations/hm-courts-and-tribunals-service

Job Description:

As Executive Assistant to the Director/Deputy Director, the jobholder must have strong

organisational skills; be able to quickly analyse and interpret information; and have a passion

for communicating and engaging others.

The key purpose of the role is to:

Support the Director/Deputy Director in their activities, ensuring effective administration of

the Director/Deputy Director’s agenda.

Key Responsibilities:

• Administer the processes to ensure the Director/Deputy Director’s inbox, diary and agenda operates smoothly, dealing with items on behalf of the Director/Deputy Director and their senior management team.

• Ensure that day-to-day business for the Director/Deputy Director is well-organised and appropriately prioritised. This includes, but is not limited to, monitoring emails, analysing requirements, highlighting urgent matters, commissions or delegate work with

• appropriate deadlines and monitoring responses.

• Managing actions and responding to emails, ensuring that requests are being progressed and tracked. Ensure the Director/Deputy Director’s actions are delegated appropriately, taken forward effectively, and completed on time.

• Clearly record, highlight and actions required to meet deadlines.

• Provide diary management, administrative and business support to the Director/Deputy Director, including travel booking, hotel booking etc.

• Ensure the Director/Deputy Director’s instructions/views are communicated promptly and clearly.

• Be a key point of contact for interaction with the Director/Deputy Director.

• Maintain regular liaison with the Director/Deputy Director’s internal and external stakeholders.

• Contribute to key reporting activities.

• Provide support to the Director/Deputy Director’s team, as necessary.

• Fulfil secretariat duties to meetings chaired by the Director/Deputy Director, as needed. Communicating with the public, the judiciary, other court users and representatives of other agencies and organisations.

• Work with the Directors’ Office and other Executive Assistants to deal with items quickly and efficiently.

• Act as key contact for those engaging with the Director/Deputy Director, confidently communicating with others and providing a steer or recommendation on what the Director/Deputy Director’s priorities are.

• Communicate complex, difficult issues clearly and succinctly, highlighting the relevant issues and ensuring they are understood by the Director/Deputy Director and others.

• High level of interaction with senior leaders within Digital and Technology Services function.

• Deal with issues in line with the Director/Deputy Director’s view, exercising judgement in their absence.

• Maintain regular liaison with internal and external stakeholders - dealing with them politely, firmly, helpfully, discretely, and sensitively.

Other duties:

The post holder is required to work in a flexible way and undertake any other duties reasonably requested by line management which are commensurate with the grade and level of responsibility of this post.

Skills & Experience:

You will provide high quality support and advice to the Director/Deputy Director, their senior team and key stakeholders. In doing so, you will be highly organised, have knowledge of major work strands and priorities, and be able to effectively delegate to the appropriate team/individuals on behalf of the Director/Deputy Director.

You will highlight key issues as early as possible, working with others across HMCTS where necessary, to support decision making and offer advice on issues appropriately.

Essential Criteria:

• Be able to effectively work with colleagues at all levels in the organisation as well as senior external stakeholders, establishing strong relationships.

• Have excellent written and oral communication skills.

• Be effective at prioritising, have excellent organisational skills, and be able to work at pace and under pressure.

• Have sound judgement, able to spot emerging issues and act on your own initiative.

• Be a team player who models the Department’s values of openness, humanity, together and purpose.

Application process:

The following areas of Success Profile Framework will be used to assess and score your application during the sift, and interview.

• Experience - As demonstrated in your application form.

• Behaviours - You will be required to provide evidence of the following key behaviours at HEO Level

• Managing a Quality Service

• Delivery at Pace

• Making Effective Decisions

• Changing and Improving