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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.

HM Courts and Tribunals Service

Directorate: South East Region

Job Title: Diary Manager to the Regional Delivery Director, Head of Crime and Head of Civil, Family & Tribunals

Location: Any site within the South East Region

Duration: Permanent

Pay Span or equivalent: EO

Salary: The national salary range is £25,827 - £27,170, London salary range is £29,664 - £31,200. Your salary will be dependent on your base location

This position is available for external applicants as well as existing civil servants on level transfer or promotion.

New recruits to the Civil Service joining MoJ are expected to join at the band minimum. Secondments and loans will be considered on an individual basis.

Background:

HM Court and Tribunals Service is an agency of the MoJ and provides the supporting administration for the judiciary across England and Wales. It delivers services to the public directly in court and tribunal buildings, remotely via business centres and some limited services via the internet.

The quality of the service we deliver to all court and tribunal users is of paramount importance and high service quality and standards are expected from everybody. The organisation is also committed to continuously identifying and adopting new or better ways of working to ensure that it focuses on that which is essential to deliver a quality court and tribunal user experience.

The Role:

An opportunity has arisen for a Diary Manager in the South East Regional Support Unit. The successful candidate will require exceptional organisational skills, excellent communication skills and strong attention to detail. The candidate would also benefit from having some understanding of diary management and HMCTS priorities.

Key Purpose:

Provide high quality, effective administrative support for the Delivery Director (DD), Head of Crime (HoC) and the Head of Civil, Family & Tribunals (HoCFT). This will include comprehensive and proactive diary management involving scheduling meetings, some level of inbox management, overseeing travel plans, preparing meeting paperwork for the DD, HoC and HoCFT and providing a range of administrative support as required.

Key Responsibilities:

The post holder is required to work in a flexible and proactive way in carrying out the following duties, along with any reasonable requests by line management which are commensurate with the grade and level of responsibility of this post. The full array of key responsibilities of an RSU Executive Officer has been categorised below. However, it is not intended that each post holder will undertake every responsibility as part of their role in the team. The Executive Officer team leaders may also be expected to line manage one or more Administration Officers.

Administration:

• Manage the DD’s / HoC’s / HoCFT’s diary, making best use of their time and prioritising appropriately – this will involve working closely with the RSU and other offices to schedule meetings whilst allowing sufficient desk time etc;
• Monitor the inboxes as directed by the Business Support Manager(s)
• Ensure that the DD/ HoC/ HoCFT is prepared for meetings - collate papers and commission briefings where appropriate;
• Deal with requests promptly, organise meetings, including room bookings and managing conflicting requests, book equipment as required and issue calendar invites, agendas and papers to delegates;
• Arrange travel and hotel bookings for the DD/ HoC/ HoCFT in line with MoJ policy;
• Arrange visits across the Region for the DD/ HoC/ HoCFT organising briefings from relevant members of the team and making all necessary domestic arrangements
• Attend meetings as required to take minutes and record action points. Set up systems to track and monitor action points from meetings, ensuring these are followed up and resolved using appropriate means of escalation;
• Screen and filter telephone calls, enquires and requests, handling them directly or referring them to an appropriate source;
• Provide administrative support as required.

Operations:

• Work with the Business Support Manager(s) to ensure that returns and reconciliations are completed accurately and on time.
• Apply continuous improvement principles, tools and techniques to working practices to improve efficiency of operations.

Stakeholder Management:

• Create and maintain strong links with key internal and external stakeholders including judiciary and regional managers.

Accountability:

• Reporting directly to the Business Support Manager.

Other Duties:

The post holder is required to work in a flexible way and undertake any other duties reasonably requested by line management which are commensurate with the grade and level of responsibility of this post.

Essential Skills, Knowledge & Experience:

We’re looking for a highly motivated person who also meets the following essential criteria:

• Good level of MS365 offering effectively including MS Teams, Excel knowledge and expertise
• Work unsupervised and be adaptable to changing timelines and demands
• Prioritise work against competing priorities in a fast-paced environment focused on timely and accurate delivery
• Work collaboratively with a range of stakeholders both internal and external to HMCTS
• Organise own workload to meet agreed deadlines

Application Process:

To apply for this position please complete the online application form, ensuring you provide the following:

A 250-word statement against each of the following Success Profile Behaviours (Level 2):

• Making Effective Decisions

And a 500-word statement of suitability which demonstrates why you should be considered for the post and how your skills / attributes meet the criteria outlined in the Essential Skills, Knowledge & Experience section above.

If selected for interview, the Success Profile Behaviours below will also be tested / assessed (Level 2):

• Making Effective Decisions
• Communicating & Influencing
• Managing a Quality Service

Interviews will also test three Strengths.

Interviews may be required to be conducted via MS Teams.

Further information on Success Profile Behaviours and Strengths, as well as the required standards for this post (Level 2), can be found at:

https://www.gov.uk/government/publications/success-profiles

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

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.

Location of Post:

The post will be located at any Court or Tribunal site across the South East Region but travel to other sites will be required. A need for flexibility to work on an ad-hoc or regular basis at other local HMCTS sites / courts is required. Where applicable, associated travel cost / time will be applied in line with organisational policies.

Terms & Conditions:

Flexible working options

HMCTS offers a flexible working system in many of its offices.

Job Sharing and Reduced Hours

All applications for job sharing or reduced hours will be treated fairly and on a case by case basis in accordance with the MoJ’s flexible working policy and equality policy.

Excess Fares and Relocation Allowances

This job is not eligible for relocation allowances, but excess fares may be considered in accordance with MoJ’s excess fares allowance policy.

We'll assess you against these behaviours during the selection process:

• Communicating and Influencing
• Managing a Quality Service
• Making Effective Decisions

• Access to learning and development
• A working environment that supports a range of flexible working options to enhance your work life balance
• A working culture which encourages inclusion and diversity
• A Civil Service pension with an average employer contribution of 27%
• Annual Leave
• Public Holidays
• Season Ticket Advance

For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.

Job contact :

Name :
SSCL Recruitment Enquiries Team
Email :
[email protected]
Telephone :
0845 241 5359

Recruitment team

Email :
[email protected]