Are you OK with cookies?

We use small files called ‘cookies’ on jobs.justice.gov.uk. Some are essential to make the site work, some help us to understand how we can improve your experience, and some are set by third parties. You can choose to turn off the non-essential cookies. Which cookies are you happy for us to use?

Administration / Corporate Support

Correspondence Officer within Ministerial Correspondence Support Team (4 Posts Available) – 50585
£20,965 – £24,312
Multiple Locations

Apply BACK TO SEARCH

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.

The Ministerial Correspondence Support Team (MCST) in the Ministry of Justice is recruiting for four permanent AO/Band E Correspondence Officers. This campaign is open to the public and current civil servants on level transfer and suitable candidates on promotion.

If we have additional suitable candidates, we may hold a reserve list for other roles across the Correspondence and wider Private Office Directorate. Each role will not be directly equivalent to any other. Roles will be discussed with candidates and candidates offered roles may remain on the reserve list should they not wish to take on a given position. 

Location

Successful candidates will have the option to be based at one of the following locations:

  1. 102 Petty France, London
  2. 5 Wellington Place, Leeds (occasional travel between Leeds and London may be required post Covid-19)

Ways of Working

At the MoJ we believe and promote alternative ways of working, these roles are available as:

  • Full-time, part-time or the option to job share
  • Flexible working patterns
  • Flexible working arrangements between base locations, MoJ Hubs and home.

At the moment the majority of our staff are currently working from home due to Covid-19.

Job Description overview

As Correspondence Officer you will join a team who are responsible for the effective processing of the department’s correspondence with Members of Parliament and the public. Our Ministers and senior officials place great importance on this work, seeing it as a core service that the department provides to MPs and the public. 

In this role you will gain an invaluable insight into the workings of the department and the policies for which it is responsible and seeing exactly how the department functions, and the key issues that are affecting correspondents. You will effectively manage all forms of correspondence, working closely with colleagues across the department at all levels to ensure we provide the best response. You will also maintain our management system and ensure all our records are up to date across all forms of correspondence.

The successful post holder will be an organised individual, who works collaboratively and is flexible with their working style. You will also be comfortable with writing and communicating with new people. We offer all our staff an induction to the department and the team, plus further training opportunities are available to ensure you thrive in your role. We’re a friendly and supportive team who value diversity and inclusivity.

The Ministry of Justice (MoJ)

MoJ is one of the largest government departments, employing around 70,000 people (including those in the Probation Service), with a budget of approximately £9 billion. Each year, millions of people use our services across the UK – including at 500 courts and tribunals, and 133 prisons in England and Wales.

Further information can be found at https://www.gov.uk/government/organisations/ministry-of-justice

The Ministerial Correspondence Support Team (MCST) in the Ministry of Justice, sits alongside the Private Office Directorate who work directly with the Permanent Secretary, Ministers and Deputy Prime Minister. This is an exciting entry role to the Ministry of Justice and Civil Service which offers any successful post-holder a great overview of the department’s work.

Correspondence Officer – the role

Broadly your main duties will include:

  • Accurate scanning and logging of ministerial and treat official correspondence on MCST’s correspondence management system
  • Liaising with MoJ officials on the handling of correspondence
  • Identifying and processing correspondence that falls within the remit of other Government departments
  • Monitoring the department’s general queries email inbox and processing those emails;
  • Checking draft replies before recording them and referring them to the ministers’ offices, returning any that are inadequate with an explanation for amendment;
  • Checking and despatching ministerial replies and updating details on the database and closing treat official correspondence when final replies received;
  • Post opening and re-directing incorrectly addressed mail;
  • Keeping abreast of changes to the remit of the department, action officers and other MoJ initiatives;
  • Further duties including assisting senior colleagues; drafting replies to correspondence, assisting with file reviews.

Skills and Experience

  • You’ll be an organised individual who enjoys keeping accurate records
  • Good written and verbal communication skills.
  • Good IT skills (e.g. Word, Excel).
  • You will enjoy working with others as part of a team.

Application process

We assess all candidates against the Civil service success profiles framework.

  1. As part of the application process you will be asked to complete Statement of Suitability (max 250 words) which details why you want the role and why you believe your skills and experience meets the tasks and responsibilities in this job description.

Please read the description of each of these behaviours in the CS Behaviours framework for more details at this grade (Level 1 AO):

https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/717275/CS_Behaviours_2018.pdf

Candidates invited to Interview

Please note that interviews will be carried out virtually (via Microsoft Teams) and are expected to take place January.

During the interview, we will be assessing you on Strengths and the following Behaviours from the success Profiles framework:

  • Managing a quality service
  • Developing self and others
  • Delivering at Pace
  • Working together

The MoJ is proud to be Level 3 Disability Confident. Disability Confident is the approach through which we offer guaranteed interviews for all people with disabilities meeting the minimum criteria for the advertised role as set out in the job description.

If we receive applications from more suitable candidates than we have vacancies for at this time, we may hold suitable applicants on a reserve list for 12 months, and future vacancies requiring the same skills and experience could be offered to candidates on the reserve list without a new competition.

Contact information  

Please do get in touch if you would like to know more about the role with Caroline Banjo – acting Head of the Ministerial Correspondence Unit, mobile: 07540 262437 email: caroline.banjo@justice.gov.u

Annex A – The STAR method

Using the STAR method can help you give examples of relevant experience that you have. It allows you to set the scene, show what you did, and how you did it, and explain the overall outcome.

Situation – Describe the situation you found yourself in. You must describe a specific event or situation. Be sure to give enough detail for the job holder to understand.

  • Where are you?
  • Who was there with you?
  • What had happened?

Task – The job holder will want to understand what you tried to achieve from the situation you found yourself in.

  • What was the task that you had to complete and why?
  • What did you have to achieve?

Actions – What did you do? The job holder will be looking for information on what you did, how you did it and why. Keep the focus on you. What specific steps did you take and what was your contribution? Remember to include how you did it, and the behaviours you used. Try to use “I” rather than “we” to explain your actions that lead to the result. Be careful not to take credit for something that you did not do.

Results – Don’t be shy about taking credit for your behaviour. Quote specific facts and figures. Explain how the outcome benefitted the organisation or your area. Make the outcomes easily understandable.

  • What results did the actions produce?
  • What did you achieve through your actions and did you meet your goals?
  • Was it a successful outcome? If not, what did you learn from the experience?

Keep the situation and task parts brief. Concentrate on the action and the result. If the result was not entirely successful describe what you learned from this and what you would do differently next time. Make sure you focus on your strengths.

Salary

£20,965 - £24,312 Salary will depend on 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 £20,965 – £21,488, London salary range is £23,718 – £24,312. 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.