Job Description
71606 - Governance & Secretariat Manager (2 roles available), Strategy and Innovation Directorate, Ministry of Justice
Number of jobs available 2
Detail of reserve list 12 Months
Region London
City/Town London
Building/Site 102 PETTY FRANCE (MOJ) LONDON, SW1H 9AJ
Grade SEO
SEO
Post Type Permanent
Working Pattern Full Time, Part Time, Part Time/Job Share, Flexible Working
Role Type Administration / Corporate Support, Governance
Board Secretariat - Governance & Secretariat Manager
Band B (SEO equivalent)
The Strategy & Innovation Directorate is recruiting permanently for a Band B Governance and Secretariat Manager. This campaign is being run externally and so is open to all who consider themselves suitable for the role and meet the eligibility criteria in the wider advert within Civil Service Jobs.
Location:
The successful candidate will be based at 102 Petty France, London SW1H 9AJ.
Ways of Working
At the MoJ we believe and promote alternative ways of working, this role is available as:
• Full-time, part-time or the option to job share
• Flexible working patterns
• Flexible working arrangements between base locations, MoJ Hubs and home.
Our staff, who have an HQ building as their base location, are expected to work in an office at least 2 days per week.
If we receive applications from more suitable candidates than we have vacancies for at this time, we may hold suitable applicants on a reserve list for 12 months, and future vacancies requiring the same skills and experience could be offered to candidates on the reserve list without a new competition.
The Ministry of Justice (MoJ)
The Ministry of Justice is a major government department at the heart of the justice system. We work to protect and advance the principles of justice. Our vision is to deliver a world-class justice system that works for everyone in society.
The organisation works together and with other government departments and agencies to bring the principles of justice to life for everyone in society. From our civil courts, tribunals and family law hearings, to criminal justice, prison and probation services. We work to ensure that sentences are served, and offenders are encouraged to turn their lives around and become law-abiding citizens. We believe the principles of justice are pivotal and we are steadfast in our shared commitment to uphold them.
Each year, millions of people use our services across the UK - including at over 300 courts and hearing centres, and over 100 prisons in England and Wales. Further information can be found at: About us - Ministry of Justice - GOV.UK (www.gov.uk)
The Work of Board Secretariat
The Board Secretariat Team supports the effective governance of the MoJ Departmental Board and its Committees to ensure that the Department is run effectively, manages risk and delivers its key objectives. The team is part of the wider Strategy and Innovation Directorate which helps set the strategic direction of the Department and works on some of the Department’s biggest policy priorities. This a great opportunity to join a team that has the unique position of oversight of the key decisions and discussions taking place at the highest level across the Department. You will be working collaboratively with a range of stakeholders across the Department, including with the Private Offices of Senior Officials and Ministers to ensure effective delivery of corporate governance.
The Board Secretariat are responsible for supporting the work of:
The Board Secretariat Team also manages the relationship with the Department’s Non- Executive Directors.
Governance and Secretariat Manager - the role
The Governance & Secretariat Manager supports the provision of the highest quality governance to the Departmental Board, Executive Team and supporting Committees.
You will be one of three Governance & Secretariat Managers in the team that report to the Head of Board Secretariat. The role offers the opportunity to gain insight into broad areas of policy and operations and gives exposure to senior colleagues on the Executive Team, Ministers and Non-Executive Directors. Through your day to day work, you will promote good governance across the department and gain invaluable experience at the heart of the decision-making process. The role provides opportunities to develop leadership and decision- making skills. The role requires the highest standards of discretion, professionalism and attention to detail.
The successful candidate will be comfortable working with and briefing senior leadership, proactively using their initiative to meet challenges that may arise. You will have line management responsibility and will have a key role in ensuring the delivery of a high quality and responsive service by the team.
Key responsibilities
• Supporting and advising Board members and stakeholders, providing high quality written briefings.
• Working closely with the Ministers and Permanent Secretary’s offices on the preparation for departmental Board and Executive Committee meetings.
• Managing the Board and Committees and making sure the supporting and administrative processes work effectively.
• Drafting and editing accurate minutes of Board and Committee meetings.
• Working with colleagues across the department to ensure issues are brought to the Committees at the right time to support effective decision making at the necessary level.
• Regularly reviewing and applying good governance best practice as highlighted by the Cabinet Office and HM Treasury, including conducting annual Board effectiveness reviews.
• Working collaboratively with team colleagues to ensure that the Team continues to deliver a high standard of service.
• Line management responsibility of one/ two members of staff, providing clear direction and guidance.
Skills and Experience
• Leadership – you will need to provide evidence of strong leadership skills with the ability to guide, support and motivate a team to meet deadlines and deliver outcomes successfully.
• Prioritising – you will need to provide evidence of your ability to quickly understand and prioritise complex information, multi-task, manage competing priorities, including how you planned and delivered to meet deadlines.
• Delivering outcomes – you will need to demonstrate how you proactively take ownership and accountability for ensuring the effective delivery of outcomes and decisions. You will be a confident decision maker, exercising sound judgement and the ability to challenge information in a constructive manner appropriate to the situation. You will demonstrate excellent attention to detail with the ability to understand and present information from a wide range of sources clearly and succinctly.
• Collaborative working – we need individuals with a proven track record of building and maintaining successful internal and external relationships at a senior level.
• Communicating – we are looking for good communicators with strong written and verbal communications skills, with experience of being able to confidently adjust tone and content to suit different audiences.
• Previous experience of successfully managing and supporting Boards/ Committees.
Application process
You will be assessed against the Civil Service success profiles framework.
Experience
You will be asked to provide a work history during the application process in order to assess any demonstrable experience, career history and achievements that are relevant to the role.
You will also be asked to upload a Statement of Suitability of no more than 750 words. Please outline how you consider your knowledge, skills and behaviours provide evidence of your suitability for the role and how you meet the criteria set out in the job description. We will particularly be looking to see examples of your leadership, decision making and relationship management skills.
Should we receive a large number of applications, we will sift primarily on the lead behaviour of Managing a Quality Service. Successful applicants will then be invited to an interview, testing both behaviours and strengths.
Candidates invited to Interview
Interviews are expected to take place early April 2023 and may be carried out remotely.
During the Panel interview, we will be assessing you on Behaviours and Strengths from the Civil Service (CS) Success Profiles Framework.
The Behaviours assessed at interview will be:
• Managing a Quality Service
• Leadership
• Communicating and Influencing
• Delivery at Pace
Please also refer to the CS Behaviours framework for more details at this grade: https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/717275/CS_Behaviours_2018.pdf
You will be asked behaviour-based questions to explore in detail what you are capable of, and strengths-based questions to also explore what you enjoy, and your motivations relevant to the job role.
There is no expectation or requirement for you to prepare for the strengths-based questions in advance of the interview, though you may find it helpful to spend some time reflecting on what you enjoy doing and what you do well.
You can refer to the CS Strengths dictionary for more details: Success Profiles - Civil Service Strengths Dictionary (publishing.service.gov.uk)
Candidates applying from HMPPS should note that the Ministry of Justice does not have the same conditions of employment as HMPPS. It is the candidate’s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful.
The MoJ is proud to be Level 3 Disability Confident. Disability Confident is the approach through which we offer guaranteed interviews for all people with disabilities meeting the minimum criteria for the advertised role as set out in the job description.
Contact information
Please do get in touch if you would like to know more about the role or what it is like working in the Board Secretariat team. Contact Saima Ansari, Head of Board Secretariat on Saima.Ansari@justice.gov.uk or 07855083339
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
A nnual 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 Moj-recruitment-vetting-enquiries@gov.sscl.com );
- To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk );
- 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 .
Interviews are expected to take place early mid-April 2023
Please do get in touch if you would like to know more about the role or what it is like working in the Board Secretariat team. Contact Saima Ansari, Head of Board Secretariat on Saima.Ansari@justice.gov.uk or 07855083339
To apply for roles in MOJ you will need to confirm your employment history for at least 3 years prior to the date of application so that pre-employment checks (BPSS) can be undertaken. If you have spent significant time abroad (a total of 6 months in the past 3 years) you would be required to give a reasonable account of the reasons why.
For some roles you will be required to successfully complete National Security Vetting at Counter Terrorism (CTC), Security Clearance (SC) or Developed Vetting (DV) level as a condition of appointment. To meet CTC/SC/DV requirements you will normally need to have been resident in the UK for at least 3/5/10 years prior to the date of application (The level of checks that are required are stated in the advert).
If you do not meet the above requirements, you may still be considered if, for example:
- You've been serving overseas with HM Forces or in some other official capacity as a representative of HM Government
- You were studying abroad
- You were living overseas with parents
In such cases you will need to be able to provide referee cover for the period(s) of residence overseas. The duration of overseas residence and the country of abode will also be taken into account.
Success Profiles
Success Profiles will enable a fairer and more inclusive method of recruitment by enabling us to assess the range of experiences, abilities, strengths, behaviours and technical/professional skills required for different roles. This flexible approach to recruitment focuses more on finding the right candidate for the specific role. To find out more about Success Profiles to support your application please click here for further guidance .
In the event that we receive a large volume of applications we reserve the right to conduct the sift based on one lead behaviour. The chosen lead behaviour for this campaign is Managing a Quality Service.
We have provided detail of the assessment stages and areas being assessed to help you prepare for completing your application form, and to advise of what will be assessed following this, if you successfully pass the application stage.
Application form stage assessments
Behaviours
Managing a Quality Service - 250 word limit
Experience
Work History
Statement of Suitability - 750 word limit
Please note that in the event of a large number of applications being received we may run the initial sift on the lead behaviour of Managing a Quality Service.
Interview stage assessments
There is 1 interview stage for this vacancy.
Behaviours
Managing a Quality Service
Leadership
Communicating and Influencing
Delivering at Pace
Strengths may also be assessed at interview but these are not shared in advance.
A Great Place to Work for Veterans
The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit : https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans
Redeployment Interview Scheme
Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ are committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.
MoJ are able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidate's will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.