Job Title & Grade: Business Support Diary Manager - EO
Contract Type: Detached Duty and Loan (24 months)
Salary range (depending on location):
National - £29,303 - £31,061
London - £33,551 - £35,564
Please note that unless you are currently employed by the Civil Service and are earning more than the minimum above, if successful you will be offered the minimum for the grade depending on your location.
Location: Any LAA office
Please note that whilst this role is open to all Civil Servants, you can only apply for London, Cambridge and Brighton offices if you are a current LAA staff member based in those offices. This is due to and in line with the LAA's Location Strategy and the Cabinet Office's Places for Growth Strategy.
Minimum Working Pattern:
If you are applying for a part time role, please note that to meet business demands we need cover for a minimum of 30 hours and to cover 3 days of the week.
To meet legal requirements, if you are between the ages 16-18 and you are a successful candidate, you will be required to complete an apprenticeship after your initial on the job training. (not suitable for temporary roles)
The Legal Aid Agency
We are an executive agency of the Ministry of Justice (MoJ). We are responsible for operationally administering the legal aid fund to provide criminal and civil legal aid advice to people in England and Wales.
Our people are at the heart of achieving excellence. Employing around 1,200 colleagues across England and Wales, we feel proud to have some of the best People Survey results in the Civil Service.
Transformation
Transformation are responsible for continuing to drive forward simplifying the delivery of legal aid. We want to improve the experience for the people who apply for legal aid, the providers who deliver the services and those of us in the LAA who administer the scheme, while ensuring the LAA remains a great place to work.
Transformation Team
This team is leading the transformation of our organisation through innovation, collaboration and inclusion. Originally established in May 2020, the Transformation Team has grown rapidly over the last five years. We are a hybrid team of business change and project delivery experts, and working in partnership with others is at the heart of what we do. We work together with teams across the agency, with the LAA Digital team, MoJ Project Delivery Function experts, MoJ Policy teams and wider stakeholders across the justice system and government.
The transformation portfolio spans multiple services, systems and functions, with significant impacts on:
- Front-line operational teams
- Policy design and implementation
- Digital systems and data
- External providers and partners
Job Summary
The role holder will provide administrative support to the Head of Transformation Delivery LAA Transformation Portfolio, acting as their Diary Manager which involves arranging meetings and acting as note taker across various Senior Management meetings and forums. Due to the nature of the work involved discretion and absolute confidentiality are essential.
The role holder will also provide administrative support to members of the Senior Management Team including managing calendar appointments, arranging meetings, acting as a note taker and monitoring the progress of actions.
The role holder will also provide business support to other areas of the business through the administration of performance, budget, travel, resource planning, absence, governance and estates including the production and provision of regular and ad-hoc high-quality reports.
The role holder will also support the Transformation Team with resourcing and recruitment activity.
Key Responsibilities:
- Effective management of electronic diary and correspondence for the Head of Transformation (job share), managing conflicting requests for meetings and prioritising using your own initiative.
- Effective communication with a wide range of internal and external stakeholders from other organisations, including Senior Leaders;
- Organising meetings; including booking rooms, venues, travel, accommodation and equipment including Senior Management Team;
- Attending meetings when required, preparing agendas and taking minutes;
- Effectively tracking and monitoring action points arising from meetings, ensuring these are resolved and deadlines are met, using appropriate means of escalation;
- Ensuring the Head of Transformation has all necessary information prior to meetings;
- Providing additional administrative and secretarial support for other Senior Managers in the Transformation Team;
Working - ly with the Head of Transformation Portfolio to co-ordinate activity across the Senior Management Team;
- Managing travel bookings for Transformation Team ensuring compliance with policy and service level agreements;
- Producing management information and recommendations to inform decisions as required, ensuring all reporting is validated before issue / publication;
Effectively prioritising routine work and dealing with correspondence from internal and external stakeholders including Freedom of Information requests w- production, analysis and reporting of data is required;
- Preparing documents, papers, reports and presentations on an ad-hoc basis interpreting data into high quality;
- Creating and maintaining administration processes and systems, including data management and filing;
- Supporting with the management of financial payments and spend, reporting to the Head of Transformation on any problems and issues in relation to spend against budget and other financial matters;
- Driving change and identifying areas of improvement;
Working - ly with other Diary Managers and team members to identify and share best practice;
- Maintaining the Transformation Teams annual leave calendar.
- Occasionally provide cover/assist to the Chief Executive’s Office.
Essential Knowledge, Experience and skills
- Ability to work effectively to tight deadlines, manage and prioritise multiple tasks, and adapt as priorities change.
- Good working knowledge of Microsoft Office, including Word, Excel, PowerPoint, Outlook and MS Teams.
- Effective time management and organisational skills, with the ability to manage competing requests and priorities proactively.
- Ability to handle sensitive and confidential information and discussions appropriately.
Desirable Knowledge, Experience and skills
- Experience of providing administrative or business support.
- Experience of producing clear, accessible reports.
- Ability to work independently when needed and collaboratively as part of a team.
Person Specification
- The role holder is someone who enjoys working as part of a team and on their own in a fast-changing environment.
Assessment approach
Application Process –
To apply please provide a statement of suitability showing how you meet the essential criteria in no more that 1000 words.
Your statement should demonstrate your ability to do all the essential criteria listed. Using examples can help strengthen your application.
Please note we do not require a CV.
Please note that we only require a Statement of Suitability for your application. The wording on this advert may suggest that an Experience question is also required, however this is not necessary.
Interview / assessment Process
If you are successful through the application stage, you will be invited to an interview / assessment centre in person or via Microsoft Teams w you will be assessed against the following:
Strengths relevant to the role and the following Behaviours:
- Delivering at Pace
- Communicating & Influencing
- Working Together
Your Experience of implementing, promoting, or understanding diversity and inclusion policy - Diversity is the presence of difference, this can include one or more of the protected characteristics (Gender, Age, Race, Disability etc.) or it can be about working patterns, whether we like to jump into a task or reflect on it before acting. Inclusion is how we welcome, value, and celebrate diversity, giving everyone a voice, tapping into ideas, and enabling everyone to be themselves at work and achieve their potential.
For this grade/ role we would expect the candidate to demonstrate understanding of the terms Diversity and Inclusion and be able to explain why they are important to them and to w they work. Examples of action they have taken (in or outside of work) to embrace diversity (e.g., increasing understanding) or improve inclusion for others will increase the strength of their answer.
Shortlisting is planned for week commencing 6th July.
Interviews are planned for week commencing 20th July.
If you would like more information on this opportunity, please contact Claire Barkas – [email protected]
Our LAA commitment to Diversity and Inclusion
The Civil Service is committed to attract, retain, and invest in talent wver it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.
As a Disability Confident organisation, we will offer a guaranteed interview to candidates with a disability who meet the essential criteria for this role. Under the Equality Act 2010 a disability is defined as a physical or mental impairment which has a substantial and long-term adverse effect on your ability to carry out normal day-to-day activities which has lasted, or is expected to last, at least 12 months.
If you are responding to a role within the Legal Aid Agency and would like to be considered under the guaranteed interview, please indicate this in your application and let us know of any reasonable adjustments you may require during the sift or later selection processes.
The LAA’s goal is to build an organisation that is open and inclusive and truly values and celebrates the diversity of its workforce. One that reflects and understands the needs of the diverse society we serve. This is regardless of social background, gender, age, ethnicity, sexual orientation, beliefs, disabilities or long-term illness or caring responsibilities.
Reasonable Adjustments
We are committed to ensuring our recruitment process is inclusive and accessible to all. If you have a disability or long-term condition (for example dyslexia, anxiety, autism, a mobility condition or hearing loss) and need us to make any reasonable adjustments to support you through the recruitment process, please let us know by adding the information to the applications system or emailing [email protected] after you have applied so that we can discuss options with you.
Complaints procedure
If you have any complaints about this recruitment activity, please share your concerns by emailing [email protected] initially. We aim to respond to any complaint within 10 working days.
