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88287 - Senior Personal Assistant to the Director of JLSP Judicial and Legal Services
| Posting date: | 21 June 2024 |
|---|---|
| Salary: | £32,827 to £40,403 per year |
| Additional salary information: | The national salary range is £32,827 - £35,678. London salary range is £37,174 - £40,403. Your salary will be dependent on your base location |
| Hours: | Full time |
| Closing date: | 05 July 2024 |
| Location: | LS1 4AP |
| Remote working: | Hybrid - work remotely up to 2 days per week |
| Company: | Ministry of Justice |
| Job type: | Permanent |
| Job reference: | 88287 |
Summary
Senior Personal Assistant to the Director of JLSP
HEO
Judicial and Legal Services Policy Directorate
The Judicial and Legal Services Policy Directorate is recruiting permanently for HEO Senior Personal Assistant. This campaign is being run externally and so 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:
Successful candidates will have the option to be based at one of the following locations:
1. 102 Petty France, London
2. 5 Wellington Place, Leeds
Occasional travel between the two locations may be required.
In order for Policy Group to meet its evolving business needs all Policy Group staff are expected to attend their base location 102 Petty France or 5 Wellington Place at least 2 days a week. This hybrid working arrangement is not contractual and as a result staff could be asked to attend their base location more frequently.
Ways of Working
At the MoJ we believe and promote alternative ways of working, these roles are 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.
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.
Salary
New entrants to the Civil Service will be expected to join on the minimum of the pay range.
If you are already a civil servant and are successful in an external recruitment competition for a role with us, your starting pay will be the better of:
• promotion terms or transfer terms, as appropriate; or
• pay on appointment arrangements (minimum of pay range)
The Ministry of Justice (MoJ)
MOJ is one of the largest government departments, employing over 90,000 people (including those in the Probation Service), with a budget of approximately £9.5 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 Judicial and Legal Services Policy Directorate
JLSP is part of MoJ’s Policy and Strategy Group. We are responsible (1) for supporting the Deputy Prime Minister, in his capacity as Lord Chancellor, to fulfil his responsibilities in respect of the judiciary and (2) for the department’s sponsorship of the legal services sector.
Senior Personal Assistant - the role
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 the Director and one Deputy Director so they are able to deliver their responsibilities. Primarily by managing both diaries, OneNote, providing administrative support as well as a range of business support functions.
Key responsibilities include, but are not limited to:
For the Director:
• Management of the Directors diary and inbox, including arranging all internal and external meetings and travel, dealing with conflicting engagements and finding ways of resolving competing priorities
• Ensuring all meeting papers/materials etc are in relevant folders in the inbox or printed, ensuring she has all relevant material sufficiently in advance of meetings.
• Confidently and accurately relaying the views and opinions of the director and other staff within the Directorate
• Work closely with the Head or Directors Office and Business Manager to take forward a range of activities supporting the Director, Senior Management Team and Directorate.
• Preparing and cascading the Senior Management Team agenda, monitoring the forward look and archiving past meetings. Booking rooms for the SMT meetings, updating invites, attending SMT meetings and minuting the meeting and actions.
• Preparing and ensuring that multiple commissions to the SMT and the Directorate including the Director General Weekend Note, the Policy Senior Group week ahead and the SMT weekly email. Understanding of the corporate priorities contributing suggestions for inclusion in SMT communications and circulation to the Group.
For the Deputy Director:
• Management of the Deputy Directors diary, including arranging all internal and external meetings and travel, dealing with conflicting engagements and finding ways of resolving competing priorities
• Confidently and accurately relaying the views and opinions of the director and other staff within the Directorate
• Prepare, maintain and cascade agendas for Divisional and Senior Leadership meetings.
Business Management:
• Coordinating and cascading the agenda for the monthly Directorate Stand-Ups and quarterly Directorate information sessions.
• Responsible for a range of ad-hoc and stand-alone tasks that are important to the smooth functioning of the Directorate, including Business Continuity, maintaining and updating org charts, the internal Directory, completing the Org Chart Return, processing the Reward and recognition awards, compiling corporate contributions for the Weekly Note.
• Responsible for the completion of a monthly finance commission and feeding into financial monthly reporting.
• Responsible for the review of the Travel Management Commission and cascading to SMT.
• Assisting the Head of Office and Business Manager with any ad hoc tasks.
• Building and maintaining excellent relations with other PAs across MoJ and externally, and with other staff within the Directorate and wider MoJ
This list is not exhaustive, and the role and responsibilities will develop over time.
HEO
Judicial and Legal Services Policy Directorate
The Judicial and Legal Services Policy Directorate is recruiting permanently for HEO Senior Personal Assistant. This campaign is being run externally and so 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:
Successful candidates will have the option to be based at one of the following locations:
1. 102 Petty France, London
2. 5 Wellington Place, Leeds
Occasional travel between the two locations may be required.
In order for Policy Group to meet its evolving business needs all Policy Group staff are expected to attend their base location 102 Petty France or 5 Wellington Place at least 2 days a week. This hybrid working arrangement is not contractual and as a result staff could be asked to attend their base location more frequently.
Ways of Working
At the MoJ we believe and promote alternative ways of working, these roles are 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.
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.
Salary
New entrants to the Civil Service will be expected to join on the minimum of the pay range.
If you are already a civil servant and are successful in an external recruitment competition for a role with us, your starting pay will be the better of:
• promotion terms or transfer terms, as appropriate; or
• pay on appointment arrangements (minimum of pay range)
The Ministry of Justice (MoJ)
MOJ is one of the largest government departments, employing over 90,000 people (including those in the Probation Service), with a budget of approximately £9.5 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 Judicial and Legal Services Policy Directorate
JLSP is part of MoJ’s Policy and Strategy Group. We are responsible (1) for supporting the Deputy Prime Minister, in his capacity as Lord Chancellor, to fulfil his responsibilities in respect of the judiciary and (2) for the department’s sponsorship of the legal services sector.
Senior Personal Assistant - the role
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 the Director and one Deputy Director so they are able to deliver their responsibilities. Primarily by managing both diaries, OneNote, providing administrative support as well as a range of business support functions.
Key responsibilities include, but are not limited to:
For the Director:
• Management of the Directors diary and inbox, including arranging all internal and external meetings and travel, dealing with conflicting engagements and finding ways of resolving competing priorities
• Ensuring all meeting papers/materials etc are in relevant folders in the inbox or printed, ensuring she has all relevant material sufficiently in advance of meetings.
• Confidently and accurately relaying the views and opinions of the director and other staff within the Directorate
• Work closely with the Head or Directors Office and Business Manager to take forward a range of activities supporting the Director, Senior Management Team and Directorate.
• Preparing and cascading the Senior Management Team agenda, monitoring the forward look and archiving past meetings. Booking rooms for the SMT meetings, updating invites, attending SMT meetings and minuting the meeting and actions.
• Preparing and ensuring that multiple commissions to the SMT and the Directorate including the Director General Weekend Note, the Policy Senior Group week ahead and the SMT weekly email. Understanding of the corporate priorities contributing suggestions for inclusion in SMT communications and circulation to the Group.
For the Deputy Director:
• Management of the Deputy Directors diary, including arranging all internal and external meetings and travel, dealing with conflicting engagements and finding ways of resolving competing priorities
• Confidently and accurately relaying the views and opinions of the director and other staff within the Directorate
• Prepare, maintain and cascade agendas for Divisional and Senior Leadership meetings.
Business Management:
• Coordinating and cascading the agenda for the monthly Directorate Stand-Ups and quarterly Directorate information sessions.
• Responsible for a range of ad-hoc and stand-alone tasks that are important to the smooth functioning of the Directorate, including Business Continuity, maintaining and updating org charts, the internal Directory, completing the Org Chart Return, processing the Reward and recognition awards, compiling corporate contributions for the Weekly Note.
• Responsible for the completion of a monthly finance commission and feeding into financial monthly reporting.
• Responsible for the review of the Travel Management Commission and cascading to SMT.
• Assisting the Head of Office and Business Manager with any ad hoc tasks.
• Building and maintaining excellent relations with other PAs across MoJ and externally, and with other staff within the Directorate and wider MoJ
This list is not exhaustive, and the role and responsibilities will develop over time.