Diary Coordinator

Youth Justice Board for England and Wales (YJB); London; On-site; GBP 29,000; Full time

Job summary

The Youth Justice Board for England and Wales seeks a Diary Coordinator to manage executive schedules and enhance operational effectiveness. This role involves supporting senior leadership in a flexible environment focused on making a positive difference in youth justice. Ideal candidates will possess advanced organizational skills and expertise in MS Office.

Benefits

Civil Service pension with employer contribution

Annual leave of 25 days plus public holidays

Flexible working opportunities

Regular professional development

Qualifications

• Experience of successfully operating in a similar role.
• Ability to work within an environment of ambiguity and manage change.

Responsibilities

• Manage the work diaries for the CEO, COO, and Chair of the Board.
• Organise travel requirements for senior executives.
• Ensure appropriate briefings and meeting papers are available in a timely manner.

Skills

Advanced use of MS Office

Strong organisational skills

Excellent written and oral communication skills

Job description

Details Reference number 414397 Salary £28,889 A Civil Service Pension with an employer contribution of 28.97% GBP Job grade Administrative Officer YJB Admin Officer London Contract type Permanent Type of role Administration / Corporate Support Working pattern Full-time Number of jobs available 1 Contents

• Location
• About the job
• Benefits
• Things you need to know
• Apply and further information
  
  

Location This position is based at 10 South Colonnade, Canary Wharf, London, E14 4BB About the job Job summary Please refer to job description. Job description

Job title Diary Coordinator

Number of Roles to be advertised 1

Directorate CEO Directorate

Grade AO

Role Type: Corporate support, Business Management and Improvement, Governance

Salary band London: £ 28,889 (Spot Rate)

Responsible to SEO Secretariat Team Manager

Base/location London:

This is a London based role and must be filled by someone living in (or intending to move to) London to enable the team to support the Senior Executive as required in our London base

YJB Roles are contractually based at the nearest MoJ Collaboration or Satellite Centre but YJB staff work flexibly, including from their homes.

FTE/hours (Full-Time) FTE 37 Hours

Job type Permanent

Duration of appointment months. (for fixed term, secondment, loan etc) N/A

Security Clearance Required Baseline (BPSS)

Who are we?

The Youth Justice Board for England and Wales (YJB) is the public body which advises Ministers, including the Secretary of State for Justice on the youth justice system. Our ambition is to see a Child First youth justice system. A system which looks to childrens strengths and supports children to become the best version of themselves. To this effect we engage with a wide variety of organisations, partners and parties with an interest in youth justice; we share good practice, champion improvement and issue grants.

Our Vision

Working to ensure a youth justice system that sees children as children, treats them fairly and helps them to build on their strengths so they can make a constructive contribution to society. This will prevent offending and create safer communities with fewer victims.

Aims of the Youth Justice System

Prevention Of Offending By Children And Young People

• To reduce the number of children in the youth justice system
• To improve the safety and wellbeing of children in the youth justice system
• To improve outcomes of children in the youth justice system
  
  

Thinking of joining us?

Our recruitment is based on merit, we welcome applications from all who can commit to our vision and values, we offer considerable flexibility in how you work and expect commitment and flexibility in return. We continue to strive for equity, diversity and inclusion in our culture and our staff group. To this end we very much encourage applications from those people with protected characteristics. Our staff are public servants, eligible for the Civil Service pension scheme and we are accredited by the Civil Service Commission. This means applications from across Civil Service Departments, their agencies and Arms-Length Bodies are treated as internal applicants. We also welcome applications from those who do not currently work in these bodies or the public sector.

Role Purpose

You will be responsible for making sure that senior executives and the Chair of the YJB have their administrative needs met in a professional and timely manner which enables them to fulfil their duties efficiently and effectively.

Role Context

The Secretariat Team sits at the heart of the organisation and carries out a number of core functions on behalf of the Chief Executive (CEO) and Chair, providing the bridge between the two to ensure effective delivery against the organisations business plan. The office also supports the Chief Operating Officer (COO), and the wider Board and has a key role to play in maintaining the YJBs reputation with external stakeholders.

The team is responsible for the handling of submissions and correspondence with Ministers and liaising with the relevant Private Office to foster and sustain an excellent working relationship and mutual understanding, thus supporting YJBs ability to influence effectively. It is responsible for making sure briefings, correspondence, Freedom of Information (FOI) requests are accurately completed in a timely manner and providing full PA support to the Chair, Chief Executive and Chief Operating Officer. The team has a key role in the governance of the YJB and is responsible for providing the secretariat for the quarterly Board and Committee meetings, and the weekly senior leadership meetings. The secretariat teams duties also involve co-ordinating meetings and the exchange of information and decisions between the Board/Committees and YJB Executive/relevant stakeholders.

Key activities and relationships

You will

• Ensure that core meetings and ad-hoc appointments are scheduled effectively. Provide appropriate briefings and papers to maximise the use of the Executive and Boards time, supporting delivery of the YJBs priorities.
• Management and scheduling of the Chair and senior executives diaries
• Book travel and accommodation for the Chair, wider Board and Senior Executive as required
• Arranging meetings, making sure agendas, papers and items are shared, with specific needs catered for.
• Consistently demonstrate support and respect for the YJBs commitment to equity, inclusivity and the diversity, both within the YJB and with its partners.
• Ensure you understand and adhere to your responsibilities regarding health and safety and data protection.
• Work positively and collaboratively with colleagues in both England and YJB Cymru, considering the impact of developments on policy, practice, and legislation specific to Wales.
• Work flexibly to meet the requirements of the business. You may be required to undertake other duties within your role or in other parts of the business at your grade to meet business priorities
• Act as a positive influence within the YJB by encouraging positive emotions and social exchanges in the workplace. Set high expectations and consistently meet them. Make sure you deliver on the commitments you make. Value the contribution of others, nurturing positive relationships, and supporting skills and professional development
  
  

Main Responsibilities

• Manage the work diaries for the CEO, COO, and Chair of the Board. This involves close coordination with the Secretariat Officers within the Secretariat Team to ensure that core meetings are diarised, and the scheduling of ad-hoc commitments are managed effectively.
• Ensure that any travel requirements of the CEO, COO, Chair of the Board and Board members are organised effectively and in line with the travel, subsistence and accommodation policy (T&S)
• Work in collaboration as part of the Secretariat Team to ensure that appropriate briefings and meeting papers are available to the CEO, COO, and Chair of the Board in a timely manner.
• Work with Heads of Oversight and Oversight Managers to arrange visits to youth justice services for the Chair and senior executives, ensuring that agendas and all relevant information are provided ahead of the visit and that travel and accommodation is booked within the T&S Policy
• Drafting correspondence to external stakeholders including letters to services following visits.
• Ensure that the Stakeholder Engagement Plan for the Chair and senior executive is both maintained and that relevant monthly, bi-monthly, quarterly and annual meetings with key stakeholders are scheduled accordingly.
• Updating and maintenance of team spreadsheets including, but not limited to, the correspondence log, meetings log, and visits tracker
• Circulation of youth custody related incidents from the daily incident report to relevant staff
  
  

Application Stage

Please provide:

• (250 words)
• as outlined in the job description.
  
  

Interview

For candidates who get to the interview stage it will be a blended interview covering, further elaboration on your application and the Civil Service behaviours , and strengths as described in the Success Profiles - GOV.UK (www.gov.uk) (this is a very particular style of interview please make sure you make yourself aware of these in advance).

Reserve List

Those candidates who successfully demonstrate at interview, the behaviours, strengths, and essential criteria required by YJB for the role, but who are not selected as the successful candidate, may be added to a reserve list for 12 months. Candidates on a reserve list may be contacted and offered a role which is sufficiently similar, without further need for application, within the timeframe.

Essential Criteria

Skills and Knowledge

Experience

• Experience of successfully operating in a similar type of role
  
  

Ability

• Advanced use of MS Office suite including Outlook, MS Teams, MS Word, Excel and PowerPoint
• Strong organisational skills with attention to detail.
• Ability to work within an environment of ambiguity and manage change
• Excellent written and oral communication skills, including ability to adapt style depending upon audience and occasion.
  
  

Behaviours

Delivering at Pace (Lead behaviour)

Working Together

Managing a Quality Service

Benefits Of Working For The Youth Justice Board

• Opportunity to work in an organisation that seeks to make a positive difference to the lives of children at risk of entering and within the youth justice system
• Family friendly policies including flexible working opportunities. Many of our staff combine working from our offices in either London or Wales, or working from one of the Ministry of Justice Collaboration Centres/Satellite Offices throughout the country, with working from home; compressed hours, part-time working
• Civil Service Pension Scheme, and/or continuous service transfer of Civil Service Pension Scheme as applicable
• Annual leave of 25 days per annum plus public holidays (or for those transferring directly on a lateral move from Civil Service Departments, their Agencies, Arms-Length Bodies (ALBs) and Non-Departmental Public Bodies (NDPB) we may, subject to confirmation, match current annual leave entitlement, up to 30 days
• As an accredited NDPB we may, subject to confirmation, accept your continuous service from other Civil Service departments their agencies and ALBs/NDBPs (however all new joiners join on 37 hours per week/ pro-rata for part-time)
• Special recognition bonus scheme
• Special leave for unplanned emergencies and for voluntary work
• Employee Assistance Programme offering confidential support and advice for personal and work issues and occupational health
• Health and well-being initiatives such as flu-vaccinations
• Free eye tests and eyecare vouchers for VDU workers
• Interest free season ticket loans
• Regular professional development
• Professional HR Case Management support for managers
  
  

Person specification Please refer to job description. Behaviours

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

• Delivering at Pace
• Managing a Quality Service
• Working Together
  
  

Benefits Alongside your salary of £28,889, Youth Justice Board contributes £8,369 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.

Things you need to know Selection process details This vacancy is using Success Profiles , 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. 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. 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)
• 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 Working for the Civil Service The Civil Service Code sets out the standards of behaviour expected of civil servants.

About

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles . 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 and the Civil Service Diversity and Inclusion Strategy . Apply and further information This vacancy is part of the Great Place to Work for Veterans initiative. The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window). 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 :
• Telephone : [phone]
  
  

Recruitment team

• Email :
  
  

Further information Appointment to the Civil Service is governed by the Civil Service Commissions Recruitment Principles. I you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL () 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/7329?entityId=7329

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