Business Support Manager – Secretariat and Communications (Ref: 90817)
HM Courts and Tribunals Service
Apply before 11:55 pm on Monday 7th October 2024
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About the job
Job summary
This position is National
102 PETTY FRANCE LONDON, SW1H 9AJ
Job description
HM Courts and Tribunals Service
Directorate: Digital Technology Services (DTS)
Pay Band: HEO
Job Title: Business Support Manager – Secretariat and Communications
Location: London / National
Successful applicants will be expected to be office based 3 days per week in any HMCTS Office (subject to business availability).
Please note occasional travel will be required. This includes attending regular Business Operations meetings in person wherever possible and as part of the Digital Hub Support responsibilities, it is also a requirement to attend DTS occupied locations e.g. Birmingham, Salford and London Petty France.
Term: Permanent
Interview: Video conference via Teams
Important salary details:
New recruits to the Civil Service joining MoJ are expected to join at the band minimum.Existing Civil Servants applying on promotion, will usually be appointed on the salary minimum of the new pay band, or receive an increase of 10 percent on the current base salary, whichever is higher (This is restricted to the pay maximum of the new band).
Reserve List:
HMCTS run a Reserve List, where candidates who are unsuccessful at interview by only a few points, can be offered other roles, at the same band, for up to 12 months. You will be able to view your status via the application screen. If you have been added to the Reserve List, your status will show either Merit or Reserve list.
Introduction:
These are exciting times at HM Court and Tribunals Service (HMCTS). As an agency of the MoJ, we support the judiciary across England and Wales to deliver justice by running courts and tribunals and processing outcomes, and we are looking for talented people to help us achieve our ambitions. It will be challenging, important and rewarding.
HMCTS Digital and Technology Services (DTS) is a specialist technology directorate which provides support to HMCTS in the use of IT and Digital. DTS is committed to being a great place to work and part of our offer is brilliant training opportunities and support from expert colleagues. As well as that you’ll find flexible working, an inclusive culture and a place where your opinion is valued.Please follow the link below for further information about HMCTS. www.gov.uk/government/organisations/hm-courts-and-tribunals-service
Job Description:
This post is within the HMCTS Digital and Technology Services (DTS) Directorate – Business Operations Team.
The jobholder must demonstrate strong organisational skills; be able to analyse and interpret data; possess the confidence to ask critical questions and have a passion for communicating and engaging others.
The support team function has a pivotal role in supporting senior stakeholders and their teams by contributing meaningful insight, driving forward the governance and reporting, and creating oversight of all activity in the directorate.
The post holder will work very closely with Business Managers, Head of Business Operations, Senior Management Group (SMG) and report directly to the Governance and Reporting Manager.
This role is varied and fast-paced, and the role requires an individual with excellent organisational skills, confidence to challenge, an eye for detail and an ability to translate complicated information into a format that works for the audience.
Key Responsibilities:
Secretariat responsibilities:
- Regular engagement with the Head of Business Operations to plan future DTS Senior Management Group (SMG) agenda items.
- Liaise with presenters to ensure papers are reviewed and circulated in a timely manner before the boards.
- Attend SMG meetings and take notes and maintain an action log.
- Support DTS SMG weekly meetings and the monthly Grade 6 forum, engaging with Business Managers to formulate the agendas.
- Attend Grade 6 forum and other ad hoc meetings, taking notes and maintaining action log.
FOIs & PQ Management
- Review Freedom of Information requests and Parliamentary Questions (FOIs/PQs) and consider (seeking guidance as appropriate) whether to accept or reject it within 24hrs of receipt.
- Work collaboratively with your disclosure officer to fully answer FOI requests and PQs.
- Monitor and ensure the directorate meets its responsibilities in respect of key indicators (for example, timeline of FOI requests).
- Ensure sign-off from Head of Business Operations / Chief Digital and Information Officer (CDIO) level.
- Retain audit trail of all FOIs/PQs accepted by DTS.
- Join KILO community and become an active member.
Communication:
- Ensure any formal communications from other parts of HMCTS or MoJ are delivered on time, with the relevant governance applied and sign-off from Head of Business Operations / CDIO level.
- Responsible for continued development and maintenance of DTS’s intranet landing page.
Leadership:
- Maintain an effective working relationship with the Head of Business Operations, Line Manager and DTS colleagues.
- Demonstrate leadership across the directorate when overseeing cross-directorate processes.
- Foster and manage effective working relationships with diverse colleagues and stakeholders both internal and external to DTS, including the HMCTS Chief Executive Officer’s Office and wider engagement with MoJ.
- Provide ad-hoc support by performing any other duties requested by the Head of Business Operations, or your LM, which are commensurate with the grade and level of responsibility of this post.
Security Clearance:
- Act as National Security Vetting Contact for DTS, gatekeeper, collate and process all Security Clearance applications for DTS employees and contractors. (Please note, if successful you will need to apply and attain additional security clearance to perform this task.)
Team Resilience:
- The post holder will be required to work collaboratively with their Business Support Manager counterpart to fulfil the People and Digital Hub Support Management core duties in their absence.
Skills & Experience:
- Knowledge of working within a similar role and engaging with senior stakeholders.
- Excellent organisational skills.
- Strong written communication and influencing skills.
- Experience in using the Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, Teams, and SharePoint).
- Ability to be proactive, and work in a dynamic environment, managing your own time and priorities effectively to ensure delivery of quality outputs.
- The ability to approach and solve complex problems in a structured manner.
- Strong stakeholder management skills, including the ability to work across boundaries to establish strong working relationships with DTS and external colleagues.
Essential Criteria:
- Excellent organisational skills.
- Effective communication and influencing skills.
Desirable:
- Experience of working with senior management team and / or performing a secretariat role.
Application process:
The following areas of Success Profile Framework will be used to assess and score your application during the sift, and interview.
- Experience – As demonstrated in your application form and at interview.
- Behaviours – You will be required to provide evidence of the following key behaviours at Level 3
Behaviours:
- Working Together
- Changing and Improving
- Communicating and Influencing
- Leadership
Person specification
Behaviours
We'll assess you against these behaviours during the selection process:
- Communicating and Influencing
- Working Together
- Changing and Improving
- Leadership
Benefits
- 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
Things you need to know
Selection process details
Feedback will only be provided if you attend an interview or assessment.
Security
Nationality requirements
Working for the Civil Service
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).
Diversity and Inclusion
Apply and further information
Contact point for applicants
Job contact :
- Name : SSCL Recruitment Enquiries Team
- Email : Moj-recruitment-vetting-enquiries@gov.sscl.com
- Telephone : 0845 241 5359
Recruitment team
- Email : Moj-recruitment-vetting-enquiries@gov.sscl.com
Further information
