Personal Assistant to two Deputy Directors in Policy Group

You will work in a fast-paced and exciting environment where you will need to anticipate and resolve issues, prioritise competing demands and successfully support your Senior Leaders so they are able to deliver their responsibilities. Primarily by managing both diaries, providing administrative support as well as a range of business support functions within the Directorate Support team.

Key responsibilities include, but are not limited to:

• Manage the diaries and inboxes of two DDs, proactively coordinating internal and external meetings, travel, and competing priorities to ensure their time is effectively organised, balancing meeting time and resolving scheduling conflicts efficiently.
• Ensuring all meeting papers/materials etc are in relevant Outlook or One Note folders or printed, ensuring the DDs have all relevant material sufficiently in advance of meetings
• Confidently and accurately relaying the views and opinions of your Senior Leaders and other staff within the Directorate
• Building and maintaining excellent relations with other PAs across MoJ and externally, and with staff across the Directorate and wider MoJ
• Tracking and completing administrative tasks for onboarding and offboarding of staff e.g. ordering laptops, adding/removing to distribution lists and proactively communicating staffing changes to the Directorate Support Team
• Responsible for organising and managing own workload ensuring deadlines are observed and duties performed efficiently.
• Provide cover as directed by line manager for other members of the team in their absence and assist with their workloads as necessary.
• Assisting the Head of Office and Business Manager with any ad hoc administrative tasks.

This list is not exhaustive, and the role and responsibilities will develop over time.

Additional Information

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.

Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised role: all successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale. This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) – See Map . All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.

For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location’s respective pay scale (any legacy arrangements/locations will need to be amended).

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post.

Details will be available if an offer is made.

MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.

All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.

The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible…