Administration / Corporate Support
PA to Commercial Deputy Director, Electronic Monitoring, Youth Justice System and Residential Accommodation – 38961
£21,170 - £26,901
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
At the Ministry of Justice, we aim to lead the way across government in achieving the highest level of performance against government commercial standards. We support some of the most innovative commercial work in government and the Commercial and Contract Management Directorate’s (CCMD) work is crucial to the successful delivery of the £1.3bn prison reform and £700m court reform programmes.
We are looking to appoint Personal Assistant to work to two of our Deputy Director’s (DD’s). The successful candidate should have the ability to plan and prioritise his / her workload and work calmly under pressure. They should also have excellent organisation skills, communication skills with the ability to engage with a wide range of internal and external stakeholders at all levels.
Key aspects of the role: –
- Managing the DD’s emails and diary, ensuring that any scheduling conflicts are resolved immediately.
- Ensure DDs are fully briefed and have relevant documents in advance of all meetings.
- Arrange meetings and leading on logistics for meetings – including room bookings and invitations, circulation and filing of papers / minutes.
- Manage all travel bookings.
- Accompanying the DD to meetings to take minutes/action points and follow up any actions as required.
- Directing and assigning work appropriately, including commissioning action such as drafting, updates and briefings etc.
- Work with other PAs and Business Managers within CCMD to provide efficient support to the Senior Management Team.
The duties/responsibilities listed above is not intended to be exhaustive – the Jobholder is expected to accept reasonable alterations and additional tasks suitable to the role.
Skills and personal attributes
- Experience working as a diary secretary would be an advantage.
- Strong interpersonal, communication and teamworking skills.
- Evidence of working collaboratively with senior management across the business and organisations.
- Strong IT skills (i.e. the ability to work confidently in Word, PowerPoint, Excel, Outlook and Teams).
Most importantly we are looking for someone with the right personal qualities – enthusiasm, energy, proactive, team player who is also able to work under their own initiative and to be flexible and adaptable in a demanding environment.
Managing a Quality Service
Work with customers to understand their needs and expectations. Create clear plans and set priorities which meet the needs of both the customer and the business. Clearly explain to customers what can be done. Keep colleagues and stakeholders fully informed of plans, possibilities and progress. Identify common problems that affect service, report them and find possible solutions. Deliver good customer service which balances quality and cost effectiveness.
Communicating and Influencing
Communicate clearly and concisely both orally and in writing. Take time to consider the best communication channel to use for the audience, including making the best of digital resources and considering value for money. Interact with others in an enthusiastic way. Express ideas clearly and with respect for others. Listen to and value different ideas, views and ways of working. Respond constructively and objectively to comments and questions. Handle challenging conversations with confidence and sensitivity.
Making Effective Decisions
Take responsibility for making effective and fair decisions, in a timely manner. Analyse and research further information to support decisions. Talk to relevant people to get advice and information when unsure how to proceed. Explain how decisions have been reached in a clear and concise way, both verbally and in writing. Demonstrate the consideration of all options, costs, risks and wider implications, including the diverse needs of end users and any accessibility requirements.
For selection purposes, the lead competency will be Managing a Quality Service.
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 Mojfirstname.lastname@example.org);
2- To Ministry of Justice Resourcing (email@example.com);
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.