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Administration / Corporate Support

Personal Assistant to Director(s) in Electronic Monitoring – 60220
£28,351 – £31,529
Westminster

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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.

This is an exciting opportunity to work closely with Directors in Electronic Monitoring (HMPPS National Probation Service) and support them in delivery of the key objectives. The post holder is required to provide daily diary management and general administrative support to the director(s) in a high-pressured environment. This necessitates the ability to prioritise meetings and manage the diary in the most efficient and practical way. Significant interaction is required with internal and external stakeholders. The post-holder is also required to prepare meeting papers along with other general administrative tasks such as taking minutes and processing staff rewards. The post-holder will deal with sensitive material on a regular basis, a high level of discretion and judgement is required. The environment is demanding, and the jobholder will need to work at pace to deal with competing requests on the Director’s time. They will need to take a proactive approach to upcoming events and meetings, confidently engaging with teams across the department to ensure the smooth running of the diary and that any scheduling conflicts are quickly resolved.

  • Organise meetings on behalf of the Director(s), manage their diary clashes.
  • Monitor the inbox of the Director(s) taking action where appropriate.
  • Act as a key contact in the office for general enquiries, ‘signposting’ queries to other functions/individuals where appropriate.
  • Work with colleagues to progress or chase actions delegated to and from the Director(s) to ensure they are addressed and responded to in a timely manner.
  • Works with counterparts in other offices both within and external to HMPPS to co-ordinate diary arrangements often within tight time-constraints and conflicting priorities for dates, times and locations.
  • Ensures that all diary arrangements are scheduled accurately, and that the Director(s) are made aware of any changes to the agreed schedule in a timely manner.
  • Make travel/accommodation arrangements on behalf of the Director(s).
  • Compile details of agenda, attendees and papers required for meetings in a timely manner.
  • Receives visitors on behalf of the Director(s).
  • May be required to attend meetings and take minutes and subsequently maintain an action log.
  • Ensure that documents prepared and sent out on behalf of the Director(s) reflect HMPPS standards of formatting and presentation.
  • Maintains all paper filling, ensuring compliance with archiving and retention policies.
  • Assists with the development of the strategy/business plan for the directorate.
  • Act as a point of contact for procedural HR related matters.
  • Support business manager and team to process staff rewards and recognition on behalf of Director(s).

Overview of the job

This is an administrative role managing the Director’s diary, providing general administrative support and office co-ordination as required.

Summary

The post holder is required to provide daily diary management and general administrative support to the Director in a high pressure environment. This necessitates the ability to prioritise meetings and manage the diary in the most efficient and practical way.

Significant interaction is required with internal and external stakeholders.

The post holder is also required to prepare meeting papers along with other general administrative tasks such as taking minutes, typing and photocopying.

The post holder will be active in managing correspondence, undertaking project work and preparing information for bi-laterals.

The post-holder will deal with sensitive material on a regular basis, a high level of discretion and judgement is required.

Responsibilities, Activities and Duties

The job holder will be required to carry out the following responsibilities, activities and duties:

  • Reviews emails and either replies on behalf of the Director or prioritises for action either by reference to the sender, the content and/or dates for responses.
  • Works with colleagues to progress or chase actions delegated to and from the Director to ensure they are addressed and responded to in a timely manner.
  • Maintains daily contact with the Director to ensure that he/she is briefed fully on any events/issues which may arise in their absence.
  • Act as a key contact in the office for general enquiries, ‘signposting’ queries to other functions/individuals where appropriate.
  • Organises meetings on behalf of the Director.
  • Works with counterparts in other offices both within and external to HMPPS to co-ordinate diary arrangements often within tight time-constraints and conflicting priorities for dates, times and locations.
  • Makes all travel/accommodation arrangements on behalf of the Director.
  • Ensures that all diary arrangements are scheduled accurately and that the Director is made aware of any changes to the agreed schedule in a timely manner.
  • Compiles details of agenda, attendees and papers required for meetings in a timely manner.
  • Receives visitors on behalf of the Director.
  • May be required to attend meetings and take minutes and subsequently maintain an action log.
  • Ensures that documents prepared and sent out on behalf of the Director reflect HMPPS standards of formatting and presentation.
  • Maintains all paper filling, ensuring compliance with archiving and retention policies.
  • Monitors establishments’ stability and risks reporting any issues to the Head of the Director’s office/Business Manager and Director.
  • Assists with the development of the strategy/business plan for the directorate.
  • Collate and prepare bi-laterals and summarise information ensuring any subsequent actions are carried out.
  • Manage office facilities.
  • Act as a point of contact for procedural HR related matters.

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 accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation Scheme and shall be discussed in the first instance with the job holder.

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.

Behaviours

  • Changing and Improving
  • Making Effective Decisions
  • Managing a Quality Service
  • Working Together
  • Delivering at Pace

Ability

  • Extremely well organised.
  • Good communication and stakeholder engagement skills.
  • Advanced skills in MS Office applications especially Word and Excel.

Experience

  • Desirable: Experience of setting up and using tools to track progress of work.

Hours of Work (Unsocial Hours) Allowances

37 hours per week.

Salary

£28,351 - £31,529

Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

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.

Standard working hours for this post are 37 hours per week excluding breaks which are unpaid.

If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.

The Loan/Secondment is subject to the approval of the selected candidate’s Business Unit, which should be obtained before confirmation of appointment.

Benefits

Annual Leave

-The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.

Bank, Public and Privilege Holidays

-You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment

Pension

-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.

Work Life Balance

HM Prison & Probation Service  (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ

Season Ticket Advance

-After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work

Childcare Vouchers

For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers

Training

HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes

-There are opportunities to access promotion programmes and HMPPS provides a variety of training appropriate to individual posts

-All staff receive security and diversity training and an individual induction programme into their new roles

Eligibility

-All candidates are subject to security and identity checks prior to taking up post

-All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS

-All staff are required to declare whether they are a member of a group or organisation which the HMPPS considers to be racist

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.