Personal Assistant to two Deputy Directors in Policy Group in City of Westminster

You will work in a fast-paced and exciting environment where you will need to anticipate and resolve issues, prioritise competing demands and successfully support your Senior Leaders so they are able to deliver their responsibilities. Primarily by managing both diaries, providing administrative support as well as a range of business support functions within the Directorate Support team.

Key responsibilities include, but are not limited to:

• Manage the diaries and inboxes of two DDs, proactively coordinating internal and external meetings, travel, and competing priorities to ensure their time is effectively organised, balancing meeting time and resolving scheduling conflicts efficiently.
• Ensuring all meeting papers/materials etc are in relevant Outlook or OneNote folders or printed, ensuring the DDs have all relevant material sufficiently in advance of meetings.
• Confidently and accurately relaying the views and opinions of your Senior Leaders and other staff within the Directorate.
• Building and maintaining excellent relations with other PAs across MoJ and externally, and with staff across the Directorate and wider MoJ.
• Tracking and completing administrative tasks for onboarding and offboarding of staff e.g. ordering laptops, adding/removing to distribution lists and proactively communicating staffing changes to the Directorate Support Team.
• Responsible for organising and managing own workload ensuring deadlines are observed and duties performed efficiently.
• Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.
• Assisting the Head of Office and Business Manager with any ad hoc administrative tasks.

This list is not exhaustive, and the role and responsibilities will develop over time.

Additional 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). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.

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 role: all successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale. This will be at either a HQ building (subject to desk allocation), a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO).

All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.

For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved to its location’s respective pay scale.

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.

MoJ candidates who are on a specialist grade will be able to retain their grade on lateral transfer. All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion.

The Ministry of Justice offers a flexible working system in many offices. Standard full-time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.

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.

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 www.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.

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.

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.

For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos. 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 TBS Recruitment Enquiries Team.

The 'Making the Civil Service a Great Place to work for veterans' initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs.

For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans.

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

Civil Service Nationality Rules

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.