Executive Assistant and Business Manager

Ministry of Justice; City of Westminster; Sur place; GBP 42 000 - 64 000; Plein temps

Avantages offerts par ce poste

Annual leave

Pension plan

Training & development

Flexible benefits

Employee networks

Résumé du poste

Ministry of Justice - HM Courts & Tribunals Service (HMCTS) in the United Kingdom invites applications for a Senior Executive Assistant & Business Manager to support two Deputy Directors and the Office of the CEO. The role requires efficient diary management, recruitment coordination, onboarding/offboarding, and robust administrative processes to ensure smooth operations.

You will work closely with senior colleagues across HMCTS, the Ministry of Justice and wider Government, delivering

Qualifications

• Experience of providing high-quality business, administrative or executive support in a busy environment.
• Experience of managing complex diaries and competing priorities to tight deadlines.
• Experience of liaising with senior stakeholders.
• Experience coordinating people, processes or business activity across a team.
• Strong IT skills with Microsoft Office applications.

Responsabilités

• Manage diaries for three Deputy Directors, coordinating meetings and events with the CEO.
• Lead recruitment activity across the Office of the CEO in collaboration with HR.
• Coordinate induction, onboarding and offboarding for staff.
• Maintain administrative, record-keeping and filing systems and digital workspace.
• Provide business management support to ensure efficient operations.
• Coordinate workforce information, vacancies and team structures.
• Support procurement, travel, expenses and related financial processes.
• Review materials and resources to keep information current.
• Maintain resilience arrangements including leave, cover and continuity.
• Improve ways of working and simplify Office processes.
• Build relationships across HMCTS, MoJ and Government to resolve issues.
• Provide ad-hoc executive and business support as needed.

Connaissances

Executive support

Diary management

Stakeholder liaison

Office administration

IT literacy

Outils

Outlook

Teams

SharePoint

Word

Excel

PowerPoint

Description du poste

HM Courts & Tribunals Service (HMCTS) is responsible for the administration of criminal, civil and family courts and tribunals in England and Wales. Our roles support our service users and colleagues, where people and businesses access potentially life-changing justice. We're looking for individuals who are committed to public service and want to make a difference in people's lives in delivering justice. If you're interested in developing a career with a real purpose. The Office of the CEO sits at the centre of HMCTS, supporting the CEO and senior leadership to turn priorities into action. It is a dynamic, fast-paced environment, working across the organisation and with senior colleagues across the Ministry of Justice, judiciary and wider government., The Senior Executive Assistant & Business Manager is a critical role within the Office of the CEO and is key to its smooth and efficient running. You will provide high-quality, efficient and effective executive and business support to two Deputy Directors who are currently working closely with the CEO as HMCTS develops its priorities and ways of working under new leadership. You will also provide wider business management support across the Office of the CEO, including to the Deputy Director in the Office and the wider team. The role is varied and fast-paced, requiring excellent organisational skills, attention to detail and confident communication. Responsibilities include managing senior diaries and priorities, coordinating recruitment and onboarding, maintaining effective administrative and information-management systems, supporting workforce and financial processes, and keeping business support arrangements running smoothly. You will work closely with senior colleagues across HMCTS, the Ministry of Justice and wider Government, building strong relationships, acting with discretion and agility and contributing to the effective operation of the Office as a whole. In this role you will Your role as Senior Executive Assistant and Business Manager will encompass several key responsibilities listed below (but not limited to):

Key Responsibilities

• Manage diaries for three Deputy Directors working closely with the CEO, including scheduling meetings, workshops and events, resolving competing demands, anticipating requirements and ensuring effective use of their time.
• Lead and coordinate recruitment activity across the Office of the CEO, working with HR and recruitment colleagues to support campaigns, expressions of interest and appointments.
• Coordinate induction, onboarding and offboarding for staff, ensuring colleagues have the information, equipment, access and support they need.
• Maintain and develop effective administrative, record-keeping and filing systems, including managing the Office's shared digital workspace and implementing improved systems where required.
• Provide business management support across the Office, helping the team operate efficiently and consistently.
• Coordinate workforce information, including vacancies, recruitment activity, team structures and other people-related information.
• Support financial and administrative processes, including procurement, travel booking, expenses and monitoring relevant expenditure where required.
• Review and maintain Office materials, including induction information, shared guidance and other resources, ensuring information remains current and accurate.
• Maintain effective resilience arrangements, including coordinating leave, cover and business continuity across the Office.
• Develop and improve ways of working, identifying opportunities to simplify processes and improve the efficiency of the Office.
• Build and maintain effective relationships with colleagues across HMCTS, the Ministry of Justice and wider Government to resolve issues quickly and get things done effectively.
• Provide ad-hoc and flexible executive and business support to the Deputy Director, wider Office and senior colleagues as required, contributing to the smooth and effective operation of the team.

We are looking for someone who:

• Is a highly motivated self-starter with excellent organisational skills and the ability to prioritise effectively in a fast-paced, pressurised environment.
• Has strong written and verbal communication skills and can engage confidently with senior colleagues and stakeholders.
• Is resilient, resourceful and adaptable, with the ability to maintain focus under pressure and deliver high-quality outcomes at pace.
• Can exercise sound judgement, identify emerging issues and act on their own initiative.
• Has strong interpersonal skills and a collaborative approach, building and maintaining effective relationships across all levels of an organisation.
• Is comfortable working independently, taking ownership of areas of work and managing multiple competing priorities.
• Can anticipate the needs of senior colleagues and manage their time and priorities effectively.
• Can handle sensitive information appropriately and exercise discretion.
• Has a desire to simplify processes and improve ways of working through practical solutions.

Essential skills

• Experience of providing high-quality business, administrative or executive support in a busy environment.
• Experience of managing complex diaries, competing priorities and delivering work to tight deadlines.
• Experience of working with and liaising confidently with senior stakeholders.
• Experience of coordinating people, processes or business activity across a team.
• Strong IT skills, including experience using Microsoft Office applications such as Outlook, Teams, SharePoint, Word, Excel and PowerPoint.

Desirable skills

• Experience of recruitment, induction or workforce management.
• Experience of providing executive support to senior leaders.
• Experience of information or records management.
• Experience of working in a Private Office, central support team or similar fast-paced environment.
• Delivering at Pace
• Managing a Quality Service
• Seeing the Big Picture
• Making Effective Decisions, Delivering at Pace
• Managing a Quality Service Seeing the Big Picture Making Effective Decisions

Delivering at Pace

• Managing a Quality Service
• Seeing the Big Picture
• Making Effective Decisions, Delivering at Pace
• Managing a Quality Service Seeing the Big Picture Making Effective Decisions

Level of security checks required

Counter Terrorism Check (CTC)

Benefits

The MoJ offers a range of benefits: Annual Leave Annual 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. Eligibility Staff on fixed term appointments must have been recruited through fair and open competition. Vacancies advertised "cross-government" are only open to all Civil Service employees and employees of accredited non‑departmental public bodies (NDPBs) who were appointed on merit following a fair and open competition; or were appointed to a permanent post through an exception in the Civil Service Commissioners' rules. 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.
• Free annual sight tests for employees who use computer screens.

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