Job descriptionPrivate Secretary and Diary Manager – Scotland Office Private Office – 78537 £31,169 – £32,760 London 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. Private Secretary to Special Advisers and Diary Manager to Junior Ministers [2 x EO] Would you like to work in a Private Office to shape the future of the UK and Scotland within it? We are looking for two EOs / Band Ds to join the Scotland Office Private Office. We are recruiting for: Private Secretary to the Special AdvisersDiary Manager to the Junior Ministers Both roles are based in the Scotland Office, in our London site Dover House. The roles come with an additional stipend, known as Private Office allowance, worth an extra £2562 per year. Overview The Scotland Office supports the Secretary of State in promoting the best interests of Scotland within the United Kingdom. It ensures Scottish interests are fully and effectively represented at the heart of the UK Government, and the UK Government’s responsibilities are fully and effectively represented in Scotland. The Scotland Office’s role is to: Strengthen and sustain the UnionAct as Scotland’s voice in WhitehallChampion the UK Government in Scotland The Role These busy but rewarding roles offer opportunities rarely available at this grade to work directly with Ministers. These fast-paced posts are integral to the Private Office division and directly support the delivery of ministerial priorities. They also provide excellent opportunities for anyone who would like to gain a real insight into the work of Ministers, how the department and the wider Government operates, and how the UK Government works collaboratively with the Scottish Government. The successful candidates will need to be assertive and confident in their ability to prioritise a busy workload and work with Ministers, Special Advisers and colleagues at all levels. Excellent communications skills, sound judgement, and the ability to remain calm and reliable under pressure are also essential skills. In return, this role offers the opportunity to be at the heart of a busy, friendly team and gain valuable core experience of departmental working at the centre of Government. The roles are London based and will require regular in-person responsibilities and requires significant flexibility to respond to business critical work . They will also require regular travel across the UK and further afield. The department has a policies in place for business related travel As the roles are within a private office, they attract a Private Office allowance. The Scotland Office also offers quarterly bonuses and regular rewards and recognition scheme for excellent performance, as well as the opportunity to get involved in corporate groups and undertake both individual and team-based learning and development. Main Responsibilities: PS to the Special Advisers Act as a conduit between the Special Advisers and officials, taking responsibility for communicating their views within the department and across Whitehall.Develop strong inter-personal relationships with all stakeholders, including officials within the Department, in other Government Departments, with external stakeholders and colleagues in Parliament.Work as part of the Private Office team, supporting the day-to day operations of the wider office through flexible and effective team working, to provide an efficient, accurate, confidential and comprehensive service.Managing the Special Advisers inbox, ensuring work is prioritised effectively.Co-ordinate the Special Adviser’s daily briefing pack and schedule as well as managing the Special Advisers diaries and travel/accommodation requests.Arranging meetings and phone calls, seeking guidance from officials.Ensure the office adheres to proprietary guidelines through managing Transparency returns and the Special Adviser’s expenses.Providing additional support to the team on shared tasks and other duties that would reasonably sit within the portfolio. All roles across the team are expected to be flexible to respond to emerging priorities. Diary Manager to the Junior Ministers To provide an efficient and comprehensive diary management service to the Parliamentary Under-Secretaries of State for Scotland. Dealing with sensitive content; the postholder needs to be able to handle matters with discretion and awareness of security guidelinesExercise excellent judgement and flexibility in managing potential conflicting diary issues in a tactful and sensitive manner, having due regard for business priorities – consulting the Private Secretary and Minister as required.Responsible for organising meetings and making travel arrangements when required. Attend regular meetings to coordinate diaries, agree priorities and monitor workloads.Leading on logistics for meetings, developing a detailed understanding of the varying administrative needs across the office. Support Ministers at engagement events, stakeholder meetings and visits and events throughout Scotland.Uphold effective administrative processes and accurate record keeping, including upholding departmental responsibilities to FOI and transparency publications.Work as part of the Private Office team, supporting the day-to day operations of the wider office through flexible and effective team working, to provide an efficient, accurate, confidential and comprehensive service.Providing additional support to the team on shared tasks and other duties that would reasonably sit within the portfolio. All roles across the team are expected to be flexible to respond to emerging priorities. Supporting the Private Secretary as and when required. Person Specification for both roles We are looking for a collaborative and enthusiastic individual. The successful candidate will be a team player who also has excellent communication skills.As the role is within a private office, the role requires an ability to work in a fast paced environment and sometimes to work unsociable hours. As such the role includes a Private Office allowance.The role will be London based, and will require regular in-person responsibilities, as well as frequent travel to Scotland and across the UK to support the Minister on visits and meetings with key stakeholders.We are recruiting using Ministry of Justice terms and conditions. Skills and Experience Essential: Possess excellent organisational skills, and be detail orientedStrong oral and written communication skills and excellent interpersonal and team working skills.A “can-do” attitude and team player who can drive forward multiple priorities simultaneously.Ability to balance multiple priorities at once. Desirable: A knowledge of and interest in the UK and Scottish political landscape, or experience of working with the devolution settlement. Contact: If you would like to find out more about the roles, please contact [email protected] Salary £31,169 - £32,760 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). 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 roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks. 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. Flexible working hours The Ministry of Justice offers a flexible working system in many offices. Benefits The MoJ offers a range of benefits: Annual Leave Annual leave is 25 days on appointment and will increase to 30 days after five years’ service. There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis. Pension The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best. Training The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities. Networks The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees. Support A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share. Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services. For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/. Paid paternity, adoption and maternity leave. Free annual sight tests for employees who use computer screens. Working for the Civil Service The Civil Service Code sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission’s recruitment principles. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order To Shared Service Connected Ltd (0845 241 5358 (Monday to Friday 8am – 6pm) or e mail [email protected]); To Ministry of Justice Resourcing team ([email protected]); To the Civil Service Commission (details available here) The Civil Service embraces diversity and promotes equal opportunities. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns. You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the SSCL Recruitment Enquiries Team. 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.
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