Job Title Private Secretary to the Chief Operating Officer

Grade Grade 7

Business Group Chief Operating Officer

Contract Type Permanent

Directorate Chief Operating Officer

Team Private Office

Location National

About the Role

The Chief Operating Officer (COO) Group helps the MoJ run well, bringing together the corporate functions, services and governance that enable the department to deliver. The COO Private Office is hiring two Grade 7 Private Secretaries.

These are challenging and high-profile posts in the COO Group of Whitehall’s largest department. You will play a key role in enabling the COO to focus on his priorities and discharge his responsibilities effectively for the Group, the Department and across Government.

As a Private Secretary, you will act as a trusted adviser and sounding board, managing issues effectively on the COO’s behalf. You will be expected to spot issues early, help shape the Director General’s priorities, and drive progress across the Group and wider department.

You will support the Chief of Staff in setting the direction for, and helping lead, the COO’s Private Office. You will be joining an inclusive, high-performing team who are trusted to get things done, work at pace with judgement, and support each other and our colleagues with calm and clarity. You will establish and maintain strong relationships with Heads of Functions, Ministerial Private Offices, Permanent Secretary and Second Permanent Secretary Private Offices, the COO Group Senior Leadership Team, and senior leaders across the wider department. You will field and respond to requests, commission and draft briefings and ministerial responses, and represent the COO on a regular basis.

This role is fast-paced, challenging and rewarding in equal measure. You will need to exercise good judgement in a rapidly changing environment and grasp complex information quickly. You will need to interpret and answer questions promptly and accurately and confidently steer others’ work on the COO’s behalf. You will co-lead a strong team, build trusted and effective relationships across the MoJ and wider Civil Service, and influence others to deliver results.

If your base location is outside of London, you should expect to travel occasionally for in-person team days at 102 Petty France.

Main Activities / Responsibilities

The job holder will be required to undertake the following duties and responsibilities:

• Leading your own portfolio, comprising Group directorates, departmental committees and other areas in which the COO is frequently engaged.
• Anticipating risks and issues, working with stakeholders across the department to manage and mitigate them, and maximising opportunities.
• Building effective relationships across the Department, including with ExCo offices, policy colleagues, COO Group colleagues, the senior management team and Ministers’ offices, to support delivery of the COO’s priorities and those of the Permanent Secretary and Ministerial team.
• Supporting the Chief of Staff in setting the direction for, and helping lead, the COO’s Private Office.
• Coaching and developing colleagues in the Private Office and the wider business support network, building capability, confidence and consistency in support to senior leaders.
• Leading the coordination and quality assurance of advice, briefings, submissions and papers for the COO, ensuring they are clear, accurate, timely and strategically aligned.
• Managing communications to and from the COO with pace and judgement, ensuring priorities are clearly understood and acted on across the Group.
• Tracking, challenging and driving progress on actions commissioned by the COO, working with senior teams to maintain momentum and resolve blockers.

Management of Resources

• Line management of up to two SEO/HEO colleagues.

Essential Criteria

• Operates with autonomy, judgement and pace in a complex, fast-moving environment, maintaining strong organisational grip, prioritising competing demands and ensuring senior leaders are sighted on the right issues. (assessed via statement of suitability)
• Provides confident leadership, setting direction, developing others and maintaining high standards under pressure. (assessed via statement of suitability)
• Shows excellent judgement and political sensitivity, spotting risks early and bringing practical solutions to complex problems. (assessed via statement of suitability)
• Takes ownership of issues, makes sound recommendations and contributes to the wider effectiveness of the Private Office. (assessed via statement of suitability)
• Manages upwards effectively, advising, challenging and steering senior leaders with professionalism and judgement by building trusted relationships quickly with senior stakeholders to influence outcomes and resolve issues. (assessed via lead competency)
• Communicates clearly and persuasively, distilling complex information for senior audiences, working confidently with detailed functional, financial, commercial and governance material. (assessed via lead competency)

Desirable Criteria

• Private Office experience in an organisation of similar size and complexity.
• Understanding of financial management, e.g. familiarity with Managing Public Money principles.
• Understanding of the MoJ’s strategy, priorities and operating context.

We may consider any evidence within the application form that demonstrates meeting the desirable criteria as set out in the job description. This will only be after essential criteria is scored and where there is a need to differentiate between closely scored candidates.

Application process

You will be assessed against the Civil service success profiles framework which will assess your Behaviours, Strengths and Experience.

Sift

Behaviour:

• Communicating and Influencing (lead behaviour)

Experience:

• Anonymised CV
• Statement of Suitability (750 words), please provide a statement of no more than 750 words outlining your suitability for the role and how you meet the essential criteria.

Should we receive a large number of applications, we will sift primarily on the lead behaviour of Communicating and Influencing. Successful applicants will then be invited to an interview, testing both behaviours and strengths.

Interview:

Interviews will be held in person at 102 Petty France, London.

We'll assess your experience and strengths in alignment with the following behaviours:

• Communicating and Influencing (lead behaviour)
• Leadership
• Delivering at Pace
• Seeing the Big Picture

Please refer to the CS Behaviours framework for more details at this grade:

https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/717275/CS_Behaviours_2018.pdf

You will also be asked to do a presentation at interview, this will be shared with candidates who are successful at the sift stage.

For any enquires regarding the role, please contact Maeve.OConnor@justice.gov.uk

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.

Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles: All successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale. This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) – See Map All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity).

For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location’s respective pay scale (any legacy arrangements/locations will need to be amended).

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.

All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.

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.
• For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.www.GOV.UK or Childcare Choices You can determine your eligibility at https://www.childcarechoices.gov.uk/
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

• To Transformative Business Services (0345 241 5359 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk);
• To Ministry of Justice Resourcing team (resourcing-management-office@justice.gov.uk);
• To the Civil Service Commission (details available here)

As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.

For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos

Diversity & 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 Planand the Civil Service Diversity and Inclusion Strategy

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

Civil Service Nationality Rules

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) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families
• 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 (opens in a new window) https://www.gov.uk/government/publications/nationality-rules

Reserve list

A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.

A sift based on the lead behaviour, Communicating and Influencing, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.