MoJ Portfolio Business Support Officer – 43133
£21,170 - £30,324
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
Directorate: MoJ Project Delivery Function
Job Title: MoJ Portfolio Business Support Officer
Pay Span or equivalent:
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. Project professionals in the MoJ help to improve the government’s ability to protect the public and reduce reoffending, and to provide a more effective, transparent and responsive criminal justice system for victims and the public. As MoJ Portfolio Business Support Officer you will be central to the delivery of the Secretary of State’s priorities.
The MoJ Portfolio Business Support Officer
The role of the MoJ Portfolio Business Support Officer is to provide operational and administrative support to the Portfolio and Assurance Team and Deputy Director MOJ Portfolio, supporting the team to deliver a definitive view of change activity across the department to support key decision-making. You will support the delivery of key briefing products for the department’s Investment Committee, executive Team, Permanent Secretary’s Office and other key stakeholders. You will be responsible for scheduling key operations and maintaining individual and team diaries and events.
The post holders will work to the Portfolio Analyst and provide administrative support to the wider Portfolio and Assurance team.
Key responsibilities of the role
- Diary Management for the Deputy Director MOJ Portfolio; including calendar management, resolving meeting conflicts and highlighting key appointments.
- Building effective relationships with key stakeholders across the department to enable effective working.
- Develop and maintain a portfolio level plan of project delivery milestones.
- Assist in production of monthly performance reports for MoJ Investment Committee and maintain the forward look for submission deadlines and internal review checkpoints.
- Maintain a schedule of portfolio programme board meetings and arrange checkpoint meetings to manage the flow of information between MoJ Portfolio and Assurance team and Project Delivery functional board representatives.
- Be responsible for administration processes for the team including IT requests, HR and Recruitment.
- Maintain the team’s record and Information management.
- Support the induction of new team members alongside line managers.
- Provide ad hoc administrative support to the Portfolio and Assurance Team
Key Skills and Knowledge for the role:
- Skilled at managing your own and other’s time to ensure deadlines are met
- Strong visual awareness and attention to detail in developing key briefing projects.
- Excellent communicator and negotiator able to convey key information concisely.
- Ability to work accurately and be flexible and responsive to changing priorities
- Confident dealing with senior leadership to arrange meetings and collate information.
- Confident using MS Office, particularly Outlook, PowerPoint, Word and Excel.
- Confident using technology for scheduling, product development and document sharing
- Strong customer/stakeholder management skills.
- Able to employ problem-solving skills to meet deadlines and objectives in the face of challenges.
This is a 2 year fixed term position with potential frequent travel to London if based nationally.
Location & Terms of appointment
London – 10 South Colonnade, Canary Wharf, E14 4PU
Leeds – 5 Wellington Place, Leeds, LS1 4AP
Salary & Grade
Band D- EO
New entrants to the Civil Service will be expected to join on the minimum of the pay range and this is non-negotiable.
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.
In line with Success Profiles, you will be required to complete an application form providing evidence of how you meet the Project Delivery Competencies and Behaviors 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.
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 responsib.ilities and scheduling tools. This will be one of the key responsibilities of the role.
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.
The MoJ offers a range of benefits:
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.
The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
- 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.
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 Mojemail@example.com);
2- To Ministry of Justice Resourcing (firstname.lastname@example.org);
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.