23326 - Executive Assistant to the Transformation Director (National)

Ministry of Justice; National (WA); On-site; USD 43,000 - 56,000; Full time

Job summary

The Ministry of Justice (Office of the Public Guardian) is recruiting an Executive Assistant to the Transformation Director on a national basis, with some travel to Birmingham, Nottingham and London. The role focuses on managing the Transformation Director’s diary, inbox and day-to-day business, enabling priorities and strategic work across the Transformation Directorate.

You will work with autonomy, build relationships across MoJ and OPG, and support governance, information management and

Responsibilities

• Inbox management: Proactively manage and triage the Transformation Director’s inbox, identifying priorities and ensuring correspondence is actioned, delegated, signposted or responded to promptly.
• Diary management: Take ownership of the Transformation Director’s diary, confidently managing competing demands and prioritising their time. Schedule and coordinate meetings, organise travel, plan visits and engagements, and prepare daily schedules to ensure they are well prepared and their time is used effectively.
• Business coordination: Anticipate upcoming commitments and requirements, helping to ensure the Transformation Director has the information and materials they need and following up actions with colleagues where required.
• Information and records management: Set up and maintain effective team filing and information-management systems, ensuring records are managed appropriately in line with GDPR and OPG governance requirements.
• Meeting support: Provide occasional secretariat support, including coordinating agendas and papers, recording key actions and decisions, and tracking actions through to completion.
• Directorate support: Provide administrative support for the Directorate’s Reward and Recognition process and other Directorate-wide activity as required.
• Relationships and stakeholder management: Build strong and effective working relationships across the Directorate, with other Private Offices and with colleagues and stakeholders across OPG and MoJ.
• Communications and engagement: Support the Business Manager with Directorate communications, including sharing key updates and messages and supporting Directorate-wide meetings, events and engagement activity and taking an active role in maintenance of the Directorate’s SharePoint.
• Directorate culture and continuous improvement: Play an active role in the wider Directorate, contributing to events, initiatives and resources and identifying opportunities to improve how the team works.
• Undertake other reasonable duties as agreed with your manager.

Job description

23326 - Executive Assistant to the Transformation Director (National)

Role: Executive Assistant to the Transformation Director

Business: Office of Public Guardian (OPG)

Location: National - Based at closest MoJ Hub with some travel to OPG offices in Victoria Square House, Birmingham and/or Embankment House, Nottingham required.

Grade: EO (Executive Officer)

Contract Type: Fixed-term Appointment (18 months)

Organisational Overview

The Office of the Public Guardian (OPG) protects people in England and Wales who may not have the mental capacity to make certain decisions for themselves, such as about their health and finance. We are an Executive Agency of the Ministry of Justice (MoJ), set up in 2007 following the introduction of the Mental Capacity Act of 2005.

OPG is responsible for registering lasting powers of attorney (LPA) and enduring powers of attorney (EPA) and supervising deputies who are appointed by the Court of Protection.

OPG is a fantastic place to work offering a range of development opportunities. The OPG is a disability confident employer and is committed to developing a supportive and inclusive environment that reflects the diverse community we serve.

OPG is currently delivering an ambitious transformation programme. This will change the way we provide services and help us meet the growing needs of our users, partners and our stakeholders. It will make sure our users experience a better level of support and will help us to respond to the changing needs of society. Transformation will ensure we can better support adults at risk and create high-quality services that are accessible and affordable.

Team Overview

This is a critical, fast-paced role at the heart of the Transformation Directorate in the Office of the Public Guardian, working closely with and providing direct support to the Transformation Director.

We are looking for a confident, proactive and highly organised individual who is comfortable taking ownership, using their initiative and building strong relationships with colleagues at all levels. You will need to be able to anticipate priorities, manage competing demands and exercise sound judgement in a busy and changing environment.

At the core of the role is the effective management of the Transformation Director’s diary, inbox and day-to-day business. You will play an important role in ensuring their time and attention are focused on the right priorities, identifying issues that require action and helping to maintain effective communication and coordination across the Directorate.

You will be trusted to work with a high degree of autonomy, using your judgement to manage and respond to correspondence on behalf of the Transformation Director, prioritise and delegate requests, and make decisions about meeting invitations and diary commitments.

You will work closely with the Directorate Business Manager and build strong relationships across the Transformation Directorate, OPG and wider stakeholder network.

Duties and Responsibilities

• Inbox management: Proactively manage and triage the Transformation Director’s inbox, identifying priorities and ensuring correspondence is actioned, delegated, signposted or responded to promptly. Use judgement to deal with issues where appropriate and ensure the Transformation Director is sighted on key information, decisions and emerging priorities.
• Diary management: Take ownership of the Transformation Director’s diary, confidently managing competing demands and prioritising their time. Schedule and coordinate meetings, organise travel, plan visits and engagements, and prepare daily schedules to ensure they are well prepared and their time is used effectively.
• Business coordination: Anticipate upcoming commitments and requirements, helping to ensure the Transformation Director has the information and materials they need and following up actions with colleagues where required.
• Information and records management: Set up and maintain effective team filing and information-management systems, ensuring records are managed appropriately in line with GDPR and OPG governance requirements.
• Meeting support: Provide occasional secretariat support, including coordinating agendas and papers, recording key actions and decisions, and tracking actions through to completion.
• Directorate support: Provide administrative support for the Directorate’s Reward and Recognition process and other Directorate-wide activity as required.
• Relationships and stakeholder management: Build strong and effective working relationships across the Directorate, with other Private Offices and with colleagues and stakeholders across OPG and MoJ.
• Communications and engagement: Support the Business Manager with Directorate communications, including sharing key updates and messages and supporting Directorate-wide meetings, events and engagement activity and taking an active role in maintenance of the Directorate’s SharePoint.
• Directorate culture and continuous improvement: Play an active role in the wider Directorate, contributing to events, initiatives and resources and identifying opportunities to improve how the team works.
• Undertake other reasonable duties as agreed with your manager.

The successful candidate will be expected to work from their base location on a weekly basis in line with current Civil Service requirements, outside of any reasonable adjustments. Ad hoc travel to Birmingham/Nottingham/London may be required.