On behalf of The Ministry of Justice, we are looking for an Executive Assistant (Inside IR35) for a three month contract. This is a hybrid working role (two days per week office based - any MoJ hub including London or Leeds).
The Ministry of Justice (MoJ) priorities include improving public safety and reducing reoffending by reforming prisons, probation and youth justice, and building a justice system which makes access to justice swifter and more certain for all citizens whatever their background. Project professionals in the MoJ help to improve the government’s ability to protect the public and reduce reoffending, and to provide a more effective, transparent and responsive criminal justice system for victims and the public.
Job Purpose:
The successful candidate will be exceptionally organised, with a flexible working approach and demonstrate good judgement and time management to prioritise urgent requests, workflow and key tasks for the CPDO.
This role is perfect for a confident and dedicated individual who will thrive in a fast paced and dynamic environment. In addition to organising and managing the diary of the CPDO, the role will also include supporting the Function’s Business Manager to lead and oversee the diary management for the Senior Leaders within the PDF with the support of two EOs.
You will be the first point of contact for the CPDO and through the key tasks of diary and inbox coordination, compilation of commissions and correspondence and the organisation of meetings and other engagements, you will ensure the smooth running of the private office. As you will be acting as an initial contact point, we are looking for someone with strong stakeholder management skills to confidently communicate with a wide range of stakeholders. You will have regular interactions with our Senior Leadership team, across both the Function and the Department, along with stakeholders across government, such as NISTA.
You will join a high-performing team who are committed to making a strong investment in the personal and professional development of our people, and you will be supported and encouraged to develop your talent and skills.
As an Executive Assistant , your main responsibilities will be:
Diary management / Private Office
- Diary Management: Providing professional, strategic, and effective day to day management of the diary, ensuring that it meets the required standard; identifying issues as they arise and ensuring they are efficiently dealt with.
- Supporting the Function’s Business Manager by ensuring that the Director is appropriately prepared for meetings by commissioning, collating, and drafting briefings, agendas and papers.
- Inbox Management: Providing professional inbox management support for the CPDO by monitoring and using sound judgement to action the high volume of emails within the shared mailbox.
- Supporting the Business Manager to oversee the diary management of two SCS1
- Planning and managing the CPDO’s time and priorities
- Acting as the first point of contact, using initiative, and responding to and/or directing queries to the relevant parties.
- Dealing with sensitive issues, acting with diplomacy, and always maintaining strict confidentiality.
- Arranging travel and accommodation.
Business and Corporate Support
- Delivering on the evolving priorities of the Function and Department in a time of change
- Co-ordinating the Function’s responses to regular commissions to ensure returns are completed to a timely manner and is of acceptable quality.
- You will also have the opportunity to support the Business and Corporate team to take forward special one-off projects.
- Building relationships with a variety of stakeholders across organisational boundaries to deliver our outcomes.
Essential:
- Experience of managing the diary of a senior executive.
- Ability to quickly develop a sound knowledge and understanding of business priorities, ways of working and information management.
- A strong attention to detail and exceptional organisation skills
- Ability to work independently, quickly and efficiently in a fast-paced environment, often to tight deadlines.
- Strong verbal and written communication skills both orally and in writing
- Good stakeholder management skills, and the ability to build effective relationships with a variety of people across multiple grades.
- Ability to understand and present data.
Desirable:
- Experience of managing the diary of a senior executive.
- Ability to quickly develop a sound knowledge and understanding of business priorities, ways of working and information management.
- A strong attention to detail and exceptional organisation skills
- Ability to work independently, quickly and efficiently in a fast-paced environment, often to tight deadlines.
- Strong verbal and written communication skills both orally and in writing
- Good stakeholder management skills, and the ability to build effective relationships with a variety of people across multiple grades.
- Ability to understand and present data.
Please be aware that this role can only be worked within the UK and not Overseas.
Disability Confident
As a member of the Disability Confident Scheme, MOJ guarantees to interview all candidates who have a disability and who meet all the essential criteria for the vacancy. In cases where we have a high volume of candidates who have a disability who meet all the essential criteria, we will interview the best candidates from within that group. This scheme encourages candidates with a disability and/or neurodivergence to apply. In exceptional circumstances, we may also need to apply the desirable criteria in our shortlisting process which may include holding active security clearance.
Armed Forces Covenant
The MoJ guarantees to interview veterans or spouses / partners of military personnel who meet all the essential criteria for the vacancy. In cases where we have a high volume of ex-military candidates / military spouses or partners, who meet all of the essential criteria, we will interview the best candidates from within that group. In exceptional circumstances, we may also need to apply the desirable criteria in our shortlisting process which may include holding active security clearance.
In applying for this role, you acknowledge the following "this role falls in scope of the Off Payroll Working in the Public Sector legislation. Any rates of payment quoted will reflect the gross rate per day for the assignment and will be subject to appropriate taxes and statutory costs. As such the payment to the intermediary and your income resulting from this contract will be different".
