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Strategy

Strategy and Innovation Directorate – Secretarial Officer – 70015
£29,664 – £31,200
London

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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.

Strategy & Innovation Directorate

The Strategy & Innovation Directorate is recruiting permanently for a Band D Secretariat Officer. This campaign is being run externally and is open to all who consider themselves suitable for the roles and meet the eligibility criteria in the wider advert within Civil Service Jobs. 

Location:

The successful candidate will be based at 102 Petty France, London SW1H 9AJ 

Ways of Working

At the MoJ we believe and promote alternative ways of working, this role is 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.

Our staff, who have an HQ building as their base location, are expected to work in an office at least 2 days per week.

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.

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)

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 Work of Board Secretariat

The Board Secretariat Team helps set the direction of the MoJ Board and its Committees to ensure that the Department is run effectively, manages risk, and delivers its key objectives. The team is part of the wider Strategy and Innovation Directorate which helps set the strategic direction of the department and works on some of the department’s biggest policy priorities.  This a great opportunity to join a team that has the unique position of oversight of the key decisions and discussions taking place at the highest level in the department.

The Chairs of the Boards and Committees place great reliance on Secretariat to organise meetings, provide accurate minutes and ensure that they operate within their Terms of Reference. You will be collaborating with a lot of people including Ministerial and Senior Official offices to ensure effective delivery of corporate governance.

The Board Secretariat are responsible for supporting the work of:
•    Departmental Board
•    Audit and Risk Assurance Committee
•    Delivery Board
•    Executive Committee
•    Investment Committee
•    Portfolio Committee
•    Finance, Performance & Risk Committee
•    People Business Committee 

The Board Secretariat Team also manages the relationship with the department’s Non- Executive Directors.

Secretariat Officer – the role 

As the Secretariat Officer, you will have a pivotal role in the successful administration and smooth running of the Department’s high-level Board and Committees. The role offers the opportunity to gain insight into broad areas of policy and operations and gives exposure to senior officials on the Executive Committee, Ministers and Non-Executive Directors.  
You will work to a Governance & Secretariat Officer and be an integral member of the team. You will provide effective and efficient administrative support to ensure the smooth running of all governance meetings. You will demonstrate sound judgement, the ability to manage confidential information and show discretion when dealing with sensitive issues.  
  
Key responsibilities

•    Organisation of meetings including scheduling, tracking attendance and room bookings. 
•    Developing and implementing effective administrative processes and accurate record keeping. 
•    Supporting the management of the Secretariat inbox. 
•    Lead and produce the annual Corporate Governance Calendar.
•    Ownership of maintaining up-to-date team Intranet pages and distribution lists for the Secretariat, Boards and Committees. 
•    Providing support to colleagues in meetings e.g. updating presenters when meetings are running late/early; presenting slides during meetings on behalf of presenters etc. 
•    Attending regular meetings to coordinate diaries, agree priorities and monitor work-load.
•    Provide secretariat support to meetings with assistance for paper circulation and taking notes as necessary.
•    Providing administrative support to the Non-Executive Directors.

Skills and Experience

Essential:
•    Excellent written and oral communication skills.
•    Excellent attention to detail and high levels of accuracy. 
•    Proactive approach, with excellent organisational skills.
•    Ability to assess and make sound recommendations.
•    Ability to build and maintain effective relationships with a wide variety of people, including stakeholders and senior officials.
•    Tact and discretion, with experience of handling confidential and sensitive data.
•    Ability to work methodically and on own initiative independently or with team members to meet deadlines.

Desirable:
•    Previous experience of successfully supporting Boards/ Committees.

Application process

You will be assessed against the Civil service success profiles framework.

Experience
You will be asked to provide your work history during the application process in order to assess any demonstrable experience, career history and achievements that are relevant to the role. 

Should we receive a large number of applications, we will sift primarily on the lead behaviour of Managing a Quality Service. Successful applicants will then be invited to an interview, testing both behaviours and strengths.

Candidates invited to Interview 

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

Behaviours

•    Managing a Quality Service
•    Working Together
•    Seeing the Big Picture
•    Delivery at Pace

Please refer to the CS Behaviours framework for more details at this grade:
https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/717275/CS_Behaviours_2018.pdf

Interviews are expected to take place in early March 2023 and will be carried out via MS Teams.

Candidates applying from HMPPS should note that the Ministry of Justice does not have the same conditions of employment as HMPPS. It is the candidate’s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful.

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.

Contact information   

Please do get in touch if you would like to know more about the role or what it is like working in the Board Secretariat team. Contact Saima Ansari, Head of Board Secretariat on Saima.Ansari@justice.gov.uk or 07855083339

Salary

£29,664 - £31,200

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.

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 GOV.UK or 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.