JOB SUMMARY

Please refer to Job Description

APPLICATION STAGE:

Please provide:

• Written examples demonstrating in no more than 250 words for the following essential civil service behaviour: Delivering at Pace (250 words)
• A statement (of no more than 500 words) of how you meet the ‘essential criteria: Experience and Ability’ as outlined in the job description.
• (Should a large number of applications be received, the initial sift may be conducted based on the lead behaviour: Delivering at Pace

EXPERIENCE:

• Experience of successfully operating in a similar type of role

PERSON SPECIFICATION

Please refer to Job Description

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

ROLE TYPE:

Corporate support, Business Management and Improvement, Governance

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 organisation’s 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 YJB’s 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 YJB’s 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.

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 agenda’s 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