Executive Assistant to The Private Office of The - London, United Kingdom - Ministry of Justice

Ministry of Justice
Ministry of Justice
Verified Company
London, United Kingdom

3 weeks ago

Tom O´Connor

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Tom O´Connor

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Executive Assistant to the Private Office of the President of the Family Division

£29,664 - £31,200

London:

Executive Assistant to the Private Office of the President of the Family Division

New recruits to the Civil Service joining MoJ are expected to join at the band minimum.


The President of the Family Division is supported by a Private Office, which forms part of the Judicial Office and is based at the Royal Courts of Justice.

The Private Office provides administrative, legal, operational and policy support to the PFD and the High Court Judges of the Family Division.

The Private Office supports the PFD in his pastoral responsibilities, in resolving issues, driving the PFD's strategic priorities and in providing support and guidance to leadership judges.


The post-holder will be required to work collaboratively as part of a small team, and should be prepared to support the highly cohesive work environment.


Main activities/responsibilities:


  • Act as a principal member of the PFD's Private Office by managing his diary, in conjunction with other members of the Private Office.
  • Organising and prioritising routine work of the PFD and the office, dealing with requests promptly.
  • Organise meetings, including travel arrangements, booking rooms and issuing calendar invitations.
  • Planning the sequencing and rhythm of the PFD's engagement with senior judiciary, government Ministers and other interested parties.
  • Commissioning agenda items, collating and supporting the relevant member of the Private Office.
  • Monitoring attendance and coordination/circulation of papers.
  • Ensuring effective preparation for meetings and daily workloads, printing papers when necessary,
  • Working in partnership with the PFD's clerks, to diarise and arrange hearings and ceremonial duties.
  • Attend meetings as required to take minutes and record action points.
  • Using efficient procedures to track and monitor action points from meetings supporting the Deputy Private Secretary to ensure these are followed up and resolved using appropriate means of escalation.
  • Screen and filter telephone calls, enquiries, event invitations and requests, handling them directly or referring them to an appropriate source,
  • Maintain the team's mailbox account and respond to queries in a timely manner, directing them to the relevant team lead where necessary.
  • Proactively and consistently maintain accurate records to support effective engagement with the judiciary, e.g., Outlook distribution lists.
  • Undertaking ad hoc requests as required to support the PFD, High Court Judges of the Family Division and the Private Office, when necessary in accordance with business priorities, reorganising own workload where necessary, managing conflicting priorities often with tight deadlines.


All of the tasks undertaken by the Executive Assistant will require a strong working relationship with a variety of people, including the senior judiciary, colleagues in MOJ/HMCTS and external stakeholders in the legal industry and family justice system.


Person Specification:

The support provided by Judicial Private Offices involves working before and after court.

Regular in office working, as well as some early mornings and late evenings can be expected, though every effort will be made to accommodate flexibility where necessary.

the post holder will be required to work in a flexible way and undertake any other duties reasonably requested by line management which are commensurate with the grade and level of responsibility of this post.


Essential specifications:


  • Ability to produce work which is clear and concise;
  • Effectively engage with the relevant people to obtain the most accurate information and get advice when unsure of how to proceed;
  • Foster effective working relationships with a wide range of colleagues and stakeholders within and outside of Judicial Office, its various private offices, and those in MoJ/HMCTS, demonstrating good team working and communication skills.

Essential Criteria:

To be successful in this role, you should have/be working towards the following:

  • Skilled in the Microsoft office suite (specifically Excel, Word, Outlook and PowerPoint).
  • Experience of diary management and arranging meetings / preparing papers.
  • A strong communicator, able to communicate messages clearly to a range of audiences at all levels both verbally and in writing.
  • Strong organisational skills and ability to prioritise work.
  • The ability to build productive working relationships quickly and to engender confidence with colleagues and stakeholders;
  • Experience of managing conflicting priorities in a fast paced, constantly changing work environment to achieve successful outcomes;
  • Be proactive and prepared to take initiative.

Overview
Please refer to the contract of employment for terms and conditions.

The post will be based in the Royal Courts of Justice, Strand, London, WC2A 2LL.

It should be noted that
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