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Administration / Corporate Support

Business Support – Diary Manager – 50294
£25,118 – £30,324
Multiple Locations

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We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

Existing Civil Servants will have their salary calculated in accordance with the Department’s pay on transfer / pay on promotion rules.

About the MoJ

The Ministry of Justice is a major government department at the heart of the justice system. We deliver some of the most fundamental public services including courts, tribunals, prisons, legal services, youth justice, probation services, and attendance centres.

The organisation works together with other government departments and agencies to bring the principles of justice to life for everyone in society. From our civil courts, tribunals and family law hearings, to criminal justice, prison and probation services. We work to ensure that sentences are served, and offenders are encouraged to turn their lives around and become law-abiding citizens. We believe the principles of justice are pivotal and we are steadfast in our shared commitment to uphold them.

Our vision is to deliver a world-class justice system that works for everyone in society.

Our four strategic priorities to deliver our vision are:

  • A prison and probation service that reforms offenders.
  • A modern courts and justice system.
  • A Global Britain that promotes the rule of law.
  • A transformed department that is simpler, smarter and more unified.

For more information on who we are and what we do, please visit: https://www.gov.uk/government/organisations/ministry-of-justice

Background to the Team

Within the Ministry of Justice (MoJ) for the Leadership, Talent & Capability Team in People Group it is our vision to make a Department where leaders inspire; talent is nurtured; diversity is celebrated; and everyone is enabled to be their best.  As a Team we are here to champion leadership excellence, nurture and develop talent to inspire and empower every individual to fulfil their potential.  Through the delivery of high quality, high impact programmes and assessments we strengthen individual and organisational capability, create a pipeline of future leaders and promote a culture of continuous improvement and growth. In our organisation: 

  • Leadership is a responsibility we all have regardless of grade.  It is a transferable skill-set that is developed through strategic interventions based on evidence and research.  Leadership is an area we invest in and value and we aim to develop self-sufficient, motivated leaders who inspire.
  • Talent is recognising skills and expertise in individuals, even when they don’t see it in themselves.  The development of a healthy pipeline of future talent that will service our business needs.  The creation of an environment where talent is consistently, fairly and frequently talked about.
  • Capability is ensuring we are operating an effective justice system and that our people have the right skills to perform their jobs.  Recognising our strengths and opportunities and investing in priority areas.  Opening opportunities to extend skills, for example through access to apprenticeships, qualifications and online learning.

Role Purpose

Your role will be to assist and support the Divisional Director and work in collaboration with the Senior Leadership Team to provide high-quality diary management and support function, to ensure that the MoJ is a department where leaders inspire; talent is nurtured; diversity is celebrated; and everyone is enabled to be their best.  

This includes:  

  • Maintaining organisation of meetings and events for the Divisional Director and Senior Leadership Team. 
     
  • Responsibility for the effective and efficient management of the Senior Leadership Team’s diaries, making decisions surrounding prioritisation and managing time pressures and workloads. 
     
  • Support the wider work of the team by leading on a range of administrative tasks such as tracking reward and recognition spend and managing communication channels. 
     
  • Striving for excellence in a dynamic and creative way, open to working in a collaborative, iterative way that gets the best from the team whilst working at pace.   

Main Activities / Responsibilities

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

  • Delivers quality customer service; working to set clear diary principles such as ensuring that appointments have clear objectives / outcomes, any supporting papers are commissioned and collated in advance, prep time is planned in advance where required and actions are documented.    
  • Managing the Divisional Director’s and Senior Leadership teams schedule and arranging meetings to ensure sufficient time for priorities, travel, desk-time and breaks. Arranging travel and accommodation when necessary in line with budgetary limitations in a cost-effective manner.  This will include balancing conflicting appointments and suggesting delegation of meetings where appropriate. 
  • Liaise professionally and confidently, fostering effective working relationships with various stakeholders within and outside of the MoJ, including MoJ Press Offices, Ministers’ Private Offices, building strong relationships through collaboration and open, clear communications.   
  • Manage an effective working relationship with the Divisional Directors and the Directorate’s senior management team. Attend meetings where necessary, including at times being responsible for the recording of minutes and actions.  
  • Ensuring the Divisional Director and senior leaders are well prepared for meetings; preparing and producing documents, meeting and greeting visitors and ensuring security are informed, where necessary.  
  • Managing multiple sources of workflow from different inboxes, ensuring that tasks are picked up and actioned in a timely manner with any necessary reporting or follow up completed, including managing specific folders within the Divisional Directors inbox.   
  • Undertake administrative tasks as required i.e. creating power point presentations, co-ordination of team meetings, updating contact lists and organisation charts and other tasks that support the Senior Business Manager.  
  • Data analysis and collation in support of the team, often including tracking of processes and tasks.   
  • Comply with all information governance requirements, including the General Data Protection Regulations.
  • Providing a high level of cover in the absence of the Senior Business Manager, including inbox management and handling.   

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 undertake additional tasks commensurate with their grade. 

Person specification:

Essential: 

An understanding and recognition of the varied roles and responsibilities across the MoJ and developing people to be their best in order to deliver a world class justice system. 
 
Track record of building and maintaining lasting stakeholder relationships. 
Knowledge of MS packages including Outlook and Teams. 
Experience of working in a flexible, agile environment, working to tight deadlines and ability to plan ahead to meet changing operating requirements. 
 
Skills:  Teamwork and collaboration; leadership, professionalism and strong work ethic. 
Strong time management, organisational and planning skills, interpersonal skills, presentation skills, oral and written communication skills. 
Utilise a high degree of autonomy and requires an individual who works with a flexible, can-do attitude.   
 
Desirable: 

Experience of working in a fast-paced and challenging environment and with Senior Leaders 

Qualifications:

There are no specific academic or professional accreditations required for this role.

Success Profiles Behaviours:

  • Managing a Quality Service
  • Delivering at Pace
  • Making Effective Decisions

Salary

£25,118 - £30,324. Salary will be dependent upon your location

Additional Information

Working Arrangements & Further Information

For nationally advertised campaigns, candidates will be appointed to their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed with the successful candidate(s) on the completion of pre-employment checks.

The national salary range is £25,118 – £26,901, London salary range is £28,313 – £30,324. Your salary will be dependent on your base location

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on ‘modernised’ terms in their current post or onto ‘unmodernised’ MoJ terms if they are on ‘unmodernised’ terms at their current post. Details will be available if an offer is made.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.

There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. 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

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.

Support

  • A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
  • Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
  • For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on UKor Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission’s recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team.

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.