90305 - Personal Assistant to Two Deputy Directors

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 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 Lord Chancellor to fulfil her responsibilities in respect of the judiciary and (2) for the department's sponsorship of the legal services sector.

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 your Senior Leaders 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 within the Directorate Support team., Management of the two Senior Leaders diaries and inboxes, including arranging all internal and external meetings and travel, proactively dealing with conflicting engagements and finding ways of resolving competing priorities
Ensuring the Senior Leaders' time is effectively organised and prioritised and maintain a balance of meetings and desk time.
Ensuring all meeting papers/materials etc are in relevant folders in the inbox or printed, ensuring he/she has 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
Co-ordinate away-days, and events for the team.
Undertaking duties and tasks as assigned by Senior Leaders.
Building and maintaining excellent relations with other PAs across MoJ and externally, and with other staff within the Directorate and wider MoJ
Tracking and completing administrative tasks for onboarding and offboarding of staff g. ordering laptops, adding/removing to distribution lists and proactively communicating staffing changes within the divisions to the Directorate Support Team
Responsible for organising and controlling 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 tasks e.g. administrative support.
This list is not exhaustive, and the role and responsibilities will develop over time.

Proficient in Outlook, Word, Excel, PowerPoint, OneNote and MS Teams
Excellent oral and written communication skills
Excellent organisational, time management and task management skills
Ability to be proactive and forward plan
Highly resilient and takes "can do" attitude to resolving issues
Can work well within a team and alone, promoting diversity, inclusion and equality of opportunity, respecting difference, and other people's experiences.
Recognises the importance of discretion, tact and diplomacy in managing sensitive, personal, and confidential matters.
Shows good judgement and approach to situations, tasks and problems who can work with minimal supervision
Desirable:

Experience of providing PA/administrative support to Senior Leaders
Familiar with Business Support functions
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.