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.
Personal Assistant and Policy Support Officer
EO
Prison Policy Directorate
The Joint MoJ/HMPPS Strategic Policy Unit is recruiting permanently for 1 x EO Personal Assistant and Policy Support Officer. This position is available for external applicants as well as existing civil servants on level transfer or promotion.
Location:
Successful candidates will have the option to be based at one of the following locations:
- 102 Petty France, London
- 5 Wellington Place, Leeds (occasional travel between Leeds and London may be required post Covid-19)
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.
At the moment the majority of our staff are currently working from home due to Covid-19
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
Job Description overview
The successful candidate will provide personal assistant support to the two Deputy Directors who run the Joint Unit, including comprehensive diary management and administrative support as required. There will also be opportunities to support the wider team to deliver key policy objectives, including contributing to briefings and other policy related tasks. You will be working in a fast-paced team and will need exceptional organisational and communication skills, and feel confident balancing competing demands.
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.
What we do
The Joint Strategic Policy Unit was set up across MoJ and HMPPS to help shape our ongoing response to COVID 19 in custody. It has now been made a permanent team and has begun taking on other areas of priority work identified by MOJ and HMPPS Senior Leadership Teams. This unit sits in both the Prisons Policy Directorate in MoJ and the Central Operational Services Directorate in HMPPS.
Our team provides advice to senior officials, Ministers, and across Government on immediate challenges in the prison and probation system, as well as longer term contingency planning and preparations.
We are a friendly, enthusiastic and collaborative team with a strong emphasis on ensuring members feel happy, supported and engaged in their work. We are keen to make a difference, working closely with partners and supporting everyone to play their part to improve outcomes. We have a strong commitment to personal and career development, helping everyone to grow and fulfil their potential.
Further information can be found at https://www.gov.uk/government/organisations/ministry-of-justice
Personal Assistant and Policy Support Officer – the role
You will be a confident self-starter with excellent organisational and time management skills to balance the competing demands of the role. You will work well within a team and be capable of building good relationships, while communicating clearly both orally and in writing.
Responsibilities include but are not limited to:
- Diary and inbox management and support for two Deputy Directors, ensuring that commitments and competing demands are efficiently managed and future needs anticipated to enable them to operate effectively
- Providing secretariat support for meetings. Setting appropriate and relevant agendas and accurate minute taking to ensure all action points are dealt with in a timely manner.
- Undertaking transactional activity to support recruitment, on-boarding, Health & Safety checks and vetting.
- Provide support to the wider Joint Unit team, including the opportunity to get involved in the delivery of projects and policy development
- Be a proactive member of the Prison Policy Directorate, contributing to the overall impact and professionalism of the team, including encouraging continuous improvement and promoting ideas to improve ways of working.
Skills and Experience
- Able to develop good working relationships with senior internal stakeholders and the ability to liaise with them confidently and capably.
- Working collaboratively with colleagues across the Prison Policy Directorate.
- Able to work well under pressure and to tight deadlines.
- Confidently multitasking and prioritising high work volumes in a fast-paced environment.
- Fast learner that is confident in picking up new topics quickly.
- Excellent co-ordination and organisational skills.
- Excellent written and oral communication skills.
- Have strong attention to detail.
- The ability to work autonomously and within a team, exercising sound judgement and taking initiative.
- Competent IT user with experience using MS Office.
Application process
You will be assessed against the Civil service success profiles framework.
Experience
You will be asked to provide a CV during the application process in order to assess any demonstrable experience, career history and achievements that are relevant to the role.
Behaviours
- Delivering at Pace (Lead Behaviour)
- Working together
- Managing a Quality Service
Please also refer to the CS Behaviours framework for more details at this grade (EO or equivalent):
https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/717275/CS_Behaviours_2018.pdf
Should we receive a large number of applications, we will sift primarily on the lead behaviour of delivering at pace. Successful applicants will then be invited to an interview, testing both behaviours and strengths.
Candidates invited to Interview
Please note that interviews will be carried out remotely. During the interview, we will be assessing you on Behaviours and Strengths from the success Profiles framework.
You can refer to the CS Strengths dictionary for more details: Success Profiles - Success Profiles - Civil Service Strengths Dictionary (publishing.service.gov.uk)
Interviews are expected to take place February 2022.
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 our team. Rosie Howard – Rosie.Howard@justice.gov.uk
Annex A - The STAR method
Using the STAR method can help you give examples of relevant experience that you have. It allows you to set the scene, show what you did, and how you did it, and explain the overall outcome.
Situation - Describe the situation you found yourself in. You must describe a specific event or situation. Be sure to give enough detail for the job holder to understand.
- Where are you?
- Who was there with you?
- What had happened?
Task - The job holder will want to understand what you tried to achieve from the situation you found yourself in.
- What was the task that you had to complete and why?
- What did you have to achieve?
Actions - What did you do? The job holder will be looking for information on what you did, how you did it and why. Keep the focus on you. What specific steps did you take and what was your contribution? Remember to include how you did it, and the behaviours you used. Try to use “I” rather than “we” to explain your actions that lead to the result. Be careful not to take credit for something that you did not do.
Results - Don’t be shy about taking credit for your behaviour. Quote specific facts and figures. Explain how the outcome benefitted the organisation or your area. Make the outcomes easily understandable.
- What results did the actions produce?
- What did you achieve through your actions and did you meet your goals?
- Was it a successful outcome? If not, what did you learn from the experience?
Keep the situation and task parts brief. Concentrate on the action and the result. If the result was not entirely successful describe what you learned from this and what you would do differently next time. Make sure you focus on your strengths.
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