Executive Support Officer

The Executive Support Officer will play a critical role in ensuring the smooth and efficient operation of CICA's Private Office. Working within the newly formed Private Office team, the postholder will provide high-quality executive support including diary management, executive appointments and secretariat support for CICA's senior leadership and governance forums. The role will also support Non-Executive Board Members (NEBM), helping to coordinate meetings and correspondence. Working closely with colleagues across the organisation the role supports the effective operation of the Executive Management Committee (EMC), Audit and Risk Assurance Committee (ARAC) and CICA Board. The postholder will also help coordinate activity between CICA and the wider MoJ department, supporting executive business, assurance requirements and senior stakeholder engagement. This is a varied and rewarding role suited to an organised and proactive individual who enjoys working in a fast-paced environment and building relationships with a wide range of stakeholders., Executive and Non-Executive Support

• Manage the Chief Executive Officer's diary and provide wider diary support to the CICA executive team as required, ensuring effective coordination of meetings, appointments and key events
• Coordinate appointments, visits and engagement activities, for the executive team and NEBM's when required, including scheduling travel and accommodation arrangements and preparation of relevant documentation
• Prepare, collate and distribute briefing materials, meeting packs and supporting information for the executive team
• Manage shared inboxes and correspondence, responding to enquiries and escalating issues where appropriate
• Support the effective running of the Private Office, helping to ensure priorities are coordinated and delivered in a timely manner.
Secretariat
• Provide secretariat support to the Executive Management Committee (EMC), Audit and Risk Assurance Committee (ARAC) and CICA Board
• Coordinate meeting schedules, agendas, papers and action logs, ensuring documentation is issued accurately and within agreed timescales
• Attend meetings and produce accurate minutes, records of decisions and action logs, ensuring outputs are clear and timely
• Monitor progress against agreed actions and liaise with relevant colleagues to support timely completion and reporting
Stakeholder Engagement and Coordination
• Act as a key liaison for colleagues across CICA, Non-Executive Board Members (NEBMs), MoJ and other stakeholders ensuring communications, requests and actions are managed efficiently and appropriately.
• Support the development of positive and effective working relationships with Board members, MoJ colleagues and other stakeholders through the provision of professional and responsive Private Office support.
General Responsibilities
• Handle sensitive and confidential information with discretion and confidentiality at all times
• Maintain accurate records and documentation in line with organisational policies and information management requirements
• Contribute to the continuous improvement of Private Office processes and ways of working
• Provide flexible support across the Private Office team and undertake other duties commensurate with the grade and nature of the role, If you are selected for stage 2, you will be invited to interview, which will include a technical assessment to assess your experience and skills in relation to this role. You will be provided with further information in connection with the exercise at the point of invitation. At the interview we will also assess you against these behaviours:
• Managing a Quality Service
• Communicating and Influencing
• Delivering at Pace
• Making Effective Decisions, 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 role: 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., Technical Test Level of security checks required Baseline Personnal Security Standard (BPSS)


• Experience of providing high-quality administrative, business support or coordination services in a busy working environment
• Excellent organisational and planning skills with the ability to manage competing priorities, and maintain attention to detail
• Demonstrates tact and diplomacy and discretion when handling sensitive in-formation and dealing with senior stakeholders
• Excellent written and verbal communication skills with the ability to build effective working relationships with a range of stakeholders
• Strong IT skills with experience of using Microsoft 365 programmes including Teams, Word, Excel, PowerPoint, Outlook and SharePoint
Desirable Criteria
• Experience of executive diary management
• Experience of providing secretariat support, including agenda planning, minute taking and action tracking, Managing a Quality Service
Communicating and Influencing Delivering at Pace Making Effective Decisions

We employ around 350 people and are based in Glasgow city centre. We are a small, engaged, productive workforce with a real sense of corporate community. We want to keep improving our services and the way we work to best serve the public, meet new challenges, deliver value for money and ensure CICA is a great place to work., 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. A Great Place to Work for Veterans The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces. For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

The role is based 10 Clyde Place, Glasgow, G5 8AQ and we currently operate a hybrid working business model, where a typical employee works 50% of their week from the office. For colleagues with standard full-time, 37 hours per week working patterns, this will typically mean two full days in the office one week and three the following week., 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. 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.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 (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.