Office Manager

The Office Manager is responsible for ensuring the efficient operation of the Victims' Commissioner's office through the provision of high-quality executive support, correspondence management, and office administration. Reporting directly to the CEO, the postholder will manage the diaries of the Victims' Commissioner and CEO; lead in the effective handling of correspondence and enquiries from the public, MPs and stakeholders; develop and maintain office systems and business processes; respond to and co-ordinate FOIs and other enquiries and support the smooth day-to-day running of the Office., Executive Support

• Manage the diaries of the Victims' Commissioner and CEO, ensuring effective prioritisation of commitments and the best use of time.
• Coordinate meetings, stakeholder engagement activities, visits and events including responsibility for booking travel and accommodation for the VC team. .
• Prepare and coordinate governance meeting papers, agendas, briefing packs and supporting documentation.
• Monitor competing priorities and make informed decisions regarding scheduling and time management.
• Act as a key point of contact for internal and external stakeholders on behalf of the Commissioner and CEO.
Correspondence and Enquiries Management
• Manage the Office's correspondence function, ensuring enquiries and requests are handled efficiently and professionally.
• Triage incoming correspondence, emails and enquiries, determining appropriate action and escalating issues where necessary.
• Lead in responding to correspondence from the public, MPs and stakeholders on behalf of the Commissioner and CEO. (This does not include responding to victims of crime as this sits with another role).
• Work closely with the Policy and Victim Engagement Officer, who holds responsibility for victim correspondence and engagement.
• Develop and maintain systems to track correspondence, actions, and deadlines, ensuring timely responses.
• Support the management of sensitive or complex stakeholder enquiries.
Office Management and Business Coordination
• Lead the day-to-day administration of the office.
• Lead in the co-ordination and management of FOI, SAR, and other requests coming into the office.
• Maintain and improve office systems, processes and administrative procedures to ensure effective business delivery.
• Coordinate business support activities, including record management, action tracking and office governance processes.
• Identify and implement opportunities to improve efficiency and ways of working.
• Working with the CEO, co-ordinate business planning, risk register, reporting and organisational priorities.
Information and Records Management
• Act as the Office's lead administrator for SharePoint and related Microsoft 365 systems.
• Maintain effective electronic filing and document management systems, ensuring compliance with information governance requirements.
• Support staff in the effective use of SharePoint and office-wide information management processes.
• Ensure records are maintained in line with data protection, records management and security requirements.
Stakeholder and Team Support
• Build effective working relationships with stakeholders across government, the criminal justice sector and victim support organisations.
• Support team meetings and organisational activities, ensuring actions are recorded and monitored.
• Contribute to a positive, collaborative and professional office environment.
• Undertake additional business support responsibilities as required by the CEO., 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., 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 Plan and 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.

The role requires excellent organisational skills, sound judgement, discretion, and the ability to work independently and with autonomy, in a fast-paced environment dealing with sensitive and high-profile issues relating to victims of crime., Presentation Level of security checks required Baseline Personnal Security Standard (BPSS)

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.