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
Overview
The Estates Directorate is a customer focused organisation that exists to enable our customers to perform to their very best. We do this by providing high quality, easy to use services, and working environments that our customers want to work in, which support them to deliver their individual outputs efficiently. Our job is to manage one of the most diverse and complex estates in Government – this is hosted by the Ministry of Justice, and includes the estate of the Home Office, Prisons, Probation, MoJ HQ and Arm’s Length Bodies.
We provide specialist services including facilities management, health & safety, fire safety and security, technical design expertise, and sustainability. We also have business management teams who work in support of the entire Directorate. Each of our partners is supported by account management teams; we are responsible for a great deal - our portfolio consists of properties valued at £8.5bn for the MoJ alone.
We work closely with our cluster partners and the Government Property Agency, encouraging healthy collaboration and driving a professional service delivery approach. We strive for professional membership in our Directorate, encouraging our people to join the Government Property Profession.
We continue to deliver new ways of working across the estates cluster – leading on the scale and pace of activity for central government – proposing ways to achieve, and then providing, more dynamic and flexible work space, while driving down the cost of the estate.
Team Overview
The Prisons Infrastructure Team is a new and expanding team that is vital in the execution of several key Government policies that will have a major effect on the Prison sector, this includes the planning and construction of new build prisons and the refurbishment of the existing portfolio. This role gives the opportunity for the successful candidate to be involved with crucial Prison strategy developments that will help shape the direction of the estate for the foreseeable future.
Job Description, Duties and Responsibilities –
Responsibilities will include the following:
- Manage the Senior Management Team (SMT) member’s inbox effectively and independently, using their judgement in a way that reflects departmental priorities.
- Maintain a broad understanding of the SMT member’s priorities.
- Make sure the SMT member has suitable briefing
- Ensure the SMT member has all papers required prior to meetings/deadlines
- Establish contacts and maintain close relationships across the directorate and department
- Working with colleagues and stakeholders to collate information and achieve outcomes.
- Drafting reports, memos and letters as required and provide quality assurance.
- Run recruitment campaigns as necessary and manage and monitor all requests for recruitment and TRA for the Unit ensuring all supporting documentation prepared for Unit Head meetings.
- Run sick absence reports as required, assisting with analysis and escalating cases of concern.
- Ensure that gifts and hospitality in the Unit are fully reported and compliant with policy.
- Ensure GPC expenditure is appropriate.
- Ensure the Unit has a published, relevant, tested and up to date BCP.
- Provide secretariat function for various senior meetings, as required, e.g. SMT, DTUS, Unit SMT’s, Strategic Asset Management Board.
- Oversee organisation of staff and stakeholder events led by SMT member.
- Input on behalf of SMT member into the Staff Engagement Plan for the Directorate.
- Ensure the Unit organisational charts and staffing information are kept up to date and current.
- Proactively respond to queries and seek solutions where appropriate.
- Expected on occasion to manage travel tickets SMT and the whole wider team.
- Ensure that Compliance guidelines are being followed across the unit.
Skills and Experience
Essential -
- Experience supporting senior leaders and working effectively with staff at all grades.
- Knowledge of record keeping, planning and tracking tasks and activities
- Ability to analyse and interpret information and use it to inform outputs.
- Experience of preparing effective written and oral communications
- IT skills including proficiency in MS Word, Excel and Outlook.
- Ability to work with minimal supervision, taking responsibility for outcomes
Highly Desirable -
- Awareness of Estates functions
- Managing recruitment campaigns
Qualifications
No qualifications required.
Opportunities exist to develop skills and gain qualifications around business administration, management and property.
Behaviours
Candidates will be assessed using the following behaviours:
- Making effective decisions.
- Delivering at pace.
- Communicating and influencing.
- Managing a quality service
Flexible working hours
The Estates Directorate offers flexible working subject to local agreement.
Requests for reduced hours contracts will be considered in line with business needs.
This role can be based nationally with occasional travel required to the MoJ HQ in central London and across England and Wales as needed.
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