Personal Assistant to the Head of Group (Bail Information Service) (Ref: 7518) - #1797651

East Midlands (England), East of England, London (region), North East England, North West England, South East England, South West England, Wales, West Midlands (England), Yorkshire and the Humber

Job Summary

This is a Nationally based role

Job Description

Introduction to the role:

This role sits within the National HMPPS Bail Information Service (BIS).

BIS is a dedicated and pro-active service providing relevant, objective, and factual information to courts, enabling more informed decisions to be made regarding bail, it is delivered in courts and reception prison across England and Wales.

This is an administrative role managing the Head of Groups diary, providing general administrative support and office co-ordination as required.

• Reviews emails and either replies on behalf of the Head of Group or prioritises for action either by reference to the sender, the content and/or dates for responses.
• Works with colleagues to progress or chase actions delegated to and from the Head of Group to ensure they are addressed and responded to in a timely manner.
• Maintains daily contact with the Head of Group to ensure that he/she is briefed fully on any events/issues which may arise in their absence.
• Act as a key contact in the office for general enquiries, ‘signposting’ queries to other functions/individuals where appropriate.
• Organises meetings on behalf of the Head of Group.
• Works with counterparts in other offices both within and external to HMPPS to co-ordinate diary arrangements often within tight time-constraints and conflicting priorities for dates, times and locations.
• Makes all travel/accommodation arrangements on behalf of the Head of Group.
• Ensures that all diary arrangements are scheduled accurately and that the Head of Group or is made aware of any changes to the agreed schedule in a timely manner.
• Compiles details of agenda, attendees and papers required for meetings in a timely manner.
• Receives visitors on behalf of the Head of Group.
• May be required to attend meetings and take minutes and subsequently maintain an action log.
• Ensures that documents prepared and sent out on behalf of the Head of Group reflect HMPPS standards of formatting and presentation.
• Maintains all paper filling, ensuring compliance with archiving and retention policies.
• Monitors establishments’ stability and risks reporting any issues to the Head of Group’s office/Business Manager.
• Assists with the development of the strategy/business plan for the directorate.
• Collate and prepare bi-laterals and summarise information ensuring any subsequent actions are carried out.
• Manage office facilities.
• Act as a point of contact for procedural HR related matters
  
  

The post holder is required to provide daily diary management and general administrative support to the Head of Group in a high-pressure environment. This necessitates the ability to prioritise meetings and manage the diary in the most efficient and practical way.

Significant interaction is required with internal and external stakeholders.

The post holder is also required to prepare meeting papers along with other general administrative tasks such as taking minutes, typing and photocopying. The post holder will be active in managing correspondence, undertaking project work and preparing information for bi-laterals.

The post-holder will deal with sensitive material on a regular basis, a high level of discretion and judgement is required.

The job holder will have no line manager responsibilities

Introduction To The Role

This role sits within the National HMPPS Bail Information Service (BIS).

BIS is a dedicated and pro-active service providing relevant, objective, and factual information to courts, enabling more informed decisions to be made regarding bail, it is delivered in courts and reception prison across England and Wales.

This is an administrative role managing the Head of Groups diary, providing general administrative support and office co-ordination as required.

• Reviews emails and either replies on behalf of the Head of Group or prioritises for action either by reference to the sender, the content and/or dates for responses.
• Works with colleagues to progress or chase actions delegated to and from the Head of Group to ensure they are addressed and responded to in a timely manner.
• Maintains daily contact with the Head of Group to ensure that he/she is briefed fully on any events/issues which may arise in their absence.
• Act as a key contact in the office for general enquiries, ‘signposting’ queries to other functions/individuals where appropriate.
• Organises meetings on behalf of the Head of Group.
• Works with counterparts in other offices both within and external to HMPPS to co-ordinate diary arrangements often within tight time-constraints and conflicting priorities for dates, times and locations.
• Makes all travel/accommodation arrangements on behalf of the Head of Group.
• Ensures that all diary arrangements are scheduled accurately and that the Head of Group or is made aware of any changes to the agreed schedule in a timely manner.
• Compiles details of agenda, attendees and papers required for meetings in a timely manner.
• Receives visitors on behalf of the Head of Group.
• May be required to attend meetings and take minutes and subsequently maintain an action log.
• Ensures that documents prepared and sent out on behalf of the Head of Group reflect HMPPS standards of formatting and presentation.
• Maintains all paper filling, ensuring compliance with archiving and retention policies.
• Monitors establishments’ stability and risks reporting any issues to the Head of Group’s office/Business Manager.
• Assists with the development of the strategy/business plan for the directorate.
• Collate and prepare bi-laterals and summarise information ensuring any subsequent actions are carried out.
• Manage office facilities.
• Act as a point of contact for procedural HR related matters
  
  

The post holder is required to provide daily diary management and general administrative support to the Head of Group in a high-pressure environment. This necessitates the ability to prioritise meetings and manage the diary in the most efficient and practical way.

Significant interaction is required with internal and external stakeholders.

The post holder is also required to prepare meeting papers along with other general administrative tasks such as taking minutes, typing and photocopying. The post holder will be active in managing correspondence, undertaking project work and preparing information for bi-laterals.

The post-holder will deal with sensitive material on a regular basis, a high level of discretion and judgement is required.

The job holder will have no line manager responsibilities

Person specification

Please Refer To Job Description

Behaviours

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

• Delivering at Pace
• Working Together
• Changing and Improving
• Managing a Quality Service
  
  

Alongside your salary of £33,275, HM Prison & Probation Service contributes £9,639 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• 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 employer contribution of 28.97%
• 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.

Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.

https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ

Feedback will only be provided if you attend an interview or assessment.

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.

Security

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This Job Is Broadly Open To The Following Groups

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
  
  

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) 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 (opens in a new window).

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

The Civil Service Code (opens in a new window) 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 (opens in a new window).

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job Contact

• Name : SSCL Recruitment Enquiries Team
• Email : [email protected]
• Telephone : 0845 241 5358
  
  

Recruitment team

• Email : [email protected]
  
  

Further information

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. I you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL ([email protected]) in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages: http://civilservicecommission.independent.gov.uk/civil-service-recruitment/complaints

https://jobs.justice.gov.uk/careers/JobDetail/7518?entityId=7518