Are you OK with cookies?

We use small files called ‘cookies’ on 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?

Project Delivery

Diary Manager to Head of Profession – 44835
£21,170 - £25,350
Leeds

Apply BACK TO SEARCH

We welcome and encourage applications from everyone, including groups currently underrepresented in our workforce and pride ourselves as being an employer of choice. To find out more about how we champion diversity and inclusion in the workplace, visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity

The Ministry of Justice (MoJ) priorities include improving public safety and reducing reoffending by reforming prisons, probation and youth justice, and building a justice system which makes access to justice swifter and more certain for all citizens whatever their background.

The Diary Manager role is to provide secretarial and administrative support to the Project Delivery Function’s Head of Profession. You will be the primary point of contact and through the key tasks of diary coordination, compilation of correspondence and the organisation of meetings and other engagements, you will ensure the smooth running of the Head of Profession’s office.

As part of the role you will join the Project Delivery Function Management Office (PDFMO) and have regular interactions with our Senior Leadership team, across both the Function and Department, along with stakeholders across government, such as the Infrastructure and Projects Authority (IPA) and other Heads of Profession.

Much of the Head of Profession’s work is required to support the Permanent Secretary, Directors General, Non-Executive Board Members and Ministers. Working in a fast-paced environment, with the need to work accurately and be flexible and responsive to changing priorities. You will need to be prepared to work collaboratively as an enthusiastic and active team player, adopting a flexible approach to the role. You will be required to communicate effectively and confidently at all levels, over the phone, face to face and by email.

You will join a high-performing team who are committed to making a strong investment in the personal and professional development of our people, and you will be supported and encouraged to develop your talent and skills.

MoJ expects its leaders to show openness, honesty and commitment, and, of course, to deliver results.

Key responsibilities of the role

  • Planning and scheduling – Managing the Head of Professions time, interactions and meetings. Supporting Corporate events, helping with planning and delivery
  • Monitoring and reporting – Supporting delivery of regular commissions
  • Admin – Responsible for file management using robust version control. Organise key meetings, provide secretariat support where required and working to tight deadlines
  • Stakeholder – Building relationships with a variety of stakeholders across organisational boundaries to deliver our outcomes
  • Acting as the first point of contact for the Head of Profession, using initiative and responding to and/or directing queries to the relevant parties
  • Dealing with sensitive issues, acting with diplomacy and maintaining strict confidentiality at all times
  • Arranging travel and accommodation for the Head of Profession once COVID restrictions ease.
  • Able to use Microsoft Office tools.

      Desirable Experience     

      • Experience of managing a diary of a senior executive
      • Experience of providing a wide range of management support activities

      Location & Terms of appointment

      This position will be based out of 5 Wellington Place, Leeds.

      This post will require frequent weekly travel to other sites once COVD-19 restrictions are eased.

      Salary & Grade

      Band D- EO

      New entrants to the Civil Service will be expected to join on the minimum of the pay range.

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

      Selection and Recruitment Process

      Where high volumes of applications are received the initial sift will be completed against the lead competency. If your application progresses to a full sift, all competencies will then be considered. Feedback is not available for those not invited to interview.

      Merit List of successful candidates based on location will be retained after this campaign for 12 months.

      Application Process

      You will be required to complete an application form providing evidence of how you meet the Project Delivery Competencies as per the Project Delivery Capability Framework.

      Details on the PDCF can be found on the Infrastructure and Projects Authority pages

      Successful candidates will then be invited for interview and the interviews will take place virtually via MS Teams, in line with the current guidance for COVID 19.

      In-tray Exercise

      On the day of the Interview, candidates will be asked to complete an In-tray Exercise one hour prior to the interview commencing.  Instructions will be sent to candidates directly before to their interview date. This is used to test a candidate’s admin responsibilities and planning tools. This will be one of the key responsibilities of the role.

      Project Delivery Competencies

      You will be required to provide evidence of the following key competencies at the indicated level:

      Competencies

      Project Delivery Profession – Technical Competencies

      Planning

      Planning is the ability to define the fundamental components of an activity in terms of its scope, deliverables, time scales, resource requirements and budget. It also includes the production of broader plans incorporating risk and quality to provide a consolidated overview of the activity.

      (A) Basic knowledge and limited or no experience

      • You understand how it can be applied.
      • You can describe the benefits and importance.
      • You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

        Scheduling

        The ability to develop, produce and maintain schedules for activities that take account of dependencies, resource requirements and constraints in order to enable the efficient realisation of benefits.

        (A) Basic knowledge and limited or no experience

        • You understand how it can be applied.
        • You can describe the benefits and importance.
        • You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

          Governance

          Governance is the ability to clearly define roles, responsibilities and accountabilities and establish controls and approval routes appropriate to each stage of the project or activity to monitor progress and compliance.

          (A) Basic knowledge and limited or no experience

          • You understand how it can be applied.
          • You can describe the benefits and importance.
          • You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

            Stakeholder engagement

            Stakeholder Engagement is the ability to systematically identify, analyse and communicate with stakeholders, using appropriate channels, to ensure all those impacted by the change are engaged, taking account of their levels of influence and particular interests.

            (A) Basic knowledge and limited or no experience

            • You understand how it can be applied.
            • You can describe the benefits and importance.
            • You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

              Assurance

              Assurance is the ability to establish, plan and manage reviews at appropriate points during all stages of the activity life cycle to provide evaluations of progress against time, cost, quality, compliance and ongoing viability.

              (A) Basic knowledge and limited or no experience

              • You understand how it can be applied.
              • You can describe the benefits and importance.
              • You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

                Change control

                Change Control is the ability to establish protocols to manage and document all requests that alter the scope of an activity or project. This includes, the capture, evaluation and approval or rejection of any requests.

                (A) Basic knowledge and limited or no experience

                • You understand how it can be applied.
                • You can describe the benefits and importance.
                • You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

                    Knowledge management

                    Knowledge Management is the ability identify, share and promote best practices and lessons learned to create a culture of learning and good practice that supports continuous improvement to optimise delivery.

                    (A) Basic knowledge and limited or no experience

                    • You understand how it can be applied.
                    • You can describe the benefits and importance.
                    • You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

                        Project Delivery Profession – Behavioural/Leadership Competencies

                        Credible action

                        The ability to promote the wider public good in all actions and to act in a morally, legally and socially appropriate manner at all times. Challenges unacceptable behaviour.

                        (A) Basic knowledge and limited or no experience

                        • You understand how it can be applied.
                        • You can describe the benefits and importance.
                        • You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

                          Collaboration

                          The ability to establish and develop productive relationships with internal and external stakeholders, bringing people together to benefit the Project Delivery Profession.

                          (A) Basic knowledge and limited or no experience

                          • You understand how it can be applied.
                          • You can describe the benefits and importance.
                          • You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

                            Influencing

                            The ability to influence, change and impact decisions with both internal and external stakeholders.

                            (A) Basic knowledge and limited or no experience

                            • You understand how it can be applied.
                            • You can describe the benefits and importance.
                            • You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

                              Resilience

                              The ability to adapt to changing circumstances and adverse situations whilst remaining calm, reassuring others and maintaining performance.

                              (A) Basic knowledge and limited or no experience

                              • You understand how it can be applied.
                              • You can describe the benefits and importance.
                              • You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

                                Innovation

                                The ability to think of, research and apply new ideas and ways of doing things. Encourages and supports innovations from others, is willing to experiment and follow ideas through to implementation.

                                (A) Basic knowledge and limited or no experience

                                • You understand how it can be applied.
                                • You can describe the benefits and importance.
                                • You may have applied it in a low complexity project or activity under supervision or assisted others in delivering it.

                                Travel

                                Occasional travel to other sites for meetings is required for this post.

                                Flexible working options

                                MoJ offers a flexible working system in many of its offices.

                                Job Sharing and Reduced Hours

                                All applications for job sharing or reduced hours will be treated fairly and on a case by case basis in accordance with the MoJ’s flexible working policy and equality policy.

                                Excess Fares and Relocation Allowances

                                This job is not eligible for relocation allowances but excess fares may be considered in accordance with MoJ’s excess fares allowance policy.

                                Additional Information

                                Working Arrangements & Further Information

                                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.

                                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 any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers
                                • Paid paternity, adoption and maternity leave.
                                • Free annual sight tests for employees who use computer screens.

                                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.

                                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

                                1-    To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am – 6pm) or e mail Moj-recruitment-vetting-enquiries@gov.sscl.com);

                                2-    To Ministry of Justice Resourcing (resourcing-services@justice.gov.uk);

                                3-    To the Civil Service Commission (details available here)

                                The Civil Service embraces diversity and promotes equality of opportunity.

                                There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.

                                Grading Structure Review

                                The Ministry of Justice is currently undergoing a review of posts which are currently graded at Band A to realign our grading structure with the majority of the wider Civil Service.

                                Posts advertised at Band A may be graded at either Grade 6 or Grade 7 once the review has taken place.