DTS Business Support Officer

We encourage applications from people from all backgrounds and aim to have a workforce that represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. To find out more about how we do this visit: https://www.gov.uk/government/organisations/ministry-of-justice/about/equality-and-diversity.

Important salary details:

New recruits to the Civil Service joining MoJ are expected to join at the band minimum.

Existing Civil Servants applying on promotion, will usually be appointed on the salary minimum of the new pay band, or receive an increase of 10 percent on the current base salary, whichever is higher (This is restricted to the pay maximum of the new band).

Introduction:

These are exciting times at HM Court and Tribunals Service (HMCTS). As an agency of the MoJ, we support the judiciary across England and Wales to deliver justice by running courts and tribunals and processing outcomes, and we are looking for talented people to help us achieve our ambitions. It will be challenging, important and rewarding.

HMCTS Digital and Technology Services (DTS) is a specialist technology directorate which provides support to HMCTS in the use of IT and Digital.

DTS is creating a place in which it is great to do work and part of our offer is brilliant training opportunities and support from expert colleagues. As well as that you’ll find flexible working, an inclusive culture and a place where your opinion is valued.

Please follow the link below for further information about HMCTS. www.gov.uk/government/organisations/hm-courts-and-tribunals-service

Job Description:

This role is responsible for the delivery of effective and efficient day-to-day site-specific services at a DTS digital hub in Birmingham, ensuring accommodation, assets/equipment, health & safety and resource issues are dealt with proactively and efficiently to meet the daily functional and operational needs of the teams.

Key Responsibilities:

Lead site administrative duties to ensure a smooth and efficient running of the operation (to include ownership of goods orders) Point of contact and on-site lead for building support, acting as the lead building champion, troubleshooting issues and raising with relevant HQ functions (e.g. IT, Facilities) when necessary and ensuring work is carried out to resolve both planned and unexpected issues Planning regular maintenance and on-site facility work and using the relevant escalation channels to gain resolution, including support with landlord negotiations, working to minimise disruption to service delivery Responsible for on-boarding and off-boarding activity for employees in the hub, providing administration and maintenance of ID cards, building and systems access, ensuring alignment with relevant HMCTS security policies Organise and support site events, visits and meetings as necessary, arranging agendas and attendees where requested Manage, monitor and administer on-site room booking requests, ensuring equipment and resources are available when requested Secretariat support for on-site senior leadership team (notetaking at meetings including production of minutes or notes of HR conversations) Local Health & Safety and Fire and Security lead – to include coordination of Fire and Incident Control Plan, Security Plan, local reporting e.g. completion of regular H&S, fire and security inspections, site specific risk assessments, incident and accident reporting and investigations, co-ordination of DSE assessments Lead for local finances including monthly reconciliation of budgets, key finance control checks, SOC reporting, Purchase order approval Supporting the DTS Governance and Assurance Manager and Head of Strategic Portfolio with business continuity planning, including reviewing the plan, monitoring compliance and ensuring all teams are aware of responsibilities.

Complexities:

Problem Solving

The role holder will plan and coordinate on-site facilities work and activities to meet anticipated needs, scheduling activity to ensure smooth running of hub. The role holder will also be expected to resolve issues referred by staff and team leaders, identifying the root cause of issues and quickly addressing these. The role holder will be expected to identify the correct course of action and ensure it is carried out.

Management of resources

The role holder will have no direct budgetary responsibility, but will be expected to monitor the local spend on stationery, accommodation, equipment etc. The role will have no direct line management responsibility.

Autonomy

The role holder will be expected to use their own initiative and judgment to resolve issues affecting the daily functioning of the hub without reference to senior managers, particularly as there will be few guidelines or policies covering much of the role holder’s activities. They will be expected to work unsupervised in planning and managing their work in ensuring site-specific service are delivered effectively.

Key Responsibilities and Contacts

This role will work with teams located in the hub to ensure the provision of support services to enable them to function effectively, gathering information and feedback and planning activity to meet needs. The role holder will exchange information and collate data and reporting information to meet requirements. The role holder will also work with external contacts to ensure the provision of goods and services continues to meet needs.

Internal

Heads of Service - gather and collate information for reporting purposes. This may require some analysis and interpretation. Exchanges of information to meet accommodation, equipment, stationery etc needs. Head of Strategic Portfolio– provide information and advice on site-specific issues to ensure smooth running of DTS at the site.

External

Contractors, suppliers etc – represent DTS in dealings with contractors and suppliers on site, agreeing plans and ensuring work is carried out quickly and efficiently, minimising disruption.

Essential Criteria:

Exceptional communication skills, both oral and written, including, with strong attention to detail. Ability to work well under pressure and to deadlines Strong organisational and time management skills, ensuring flexibility and adaptability to juggle different tasks and prioritisation of work Ability to build strong relationships and support networks Ability to work on own initiative, with the ability to make things happen Provide discretion and an understanding of confidentiality issues Proactive in approach to managing issues as they arise, with the ability to identify key issues and escalating when required. Some experience of facilities management, i.e. managing day-to-day on-site responsibilities, working with suppliers and contractors to ensure scheduled work takes place etc, would be an advantage

The following areas of Success Profile Framework will be used to assess and score your application during the sift, and interview.

Application process:

The following areas of Success Profiles will be used to assess and score your application during the sift, and interview. Please note that your application will be sifted against the Essential Skills/Criteria and Experience detailed in the CV. A successful applicant may be made an offer at this stage, or invited to an informal discussion, and depending on the degree of interest, a more formal interview may be required.

Experience – As demonstrated in your CV, statement of suitability, and application formBehaviours – We will be using the 2 behaviours below.

Key Civil Service behaviours:

You will be required to provide evidence of the following key behaviours at Level 2.

Working Together Communicating and Influencing