Secretariat Officer

The Secretariat team provides a Secretariat function for the LAA's key senior governance forums such as the LAA Board and LAA Executive Committee and sits within the wider Corporate Assurance, Risk and Secretariat (CARS) team ultimately reporting to the Head of Assurance. The CARS team combines the five functions of Health & Safety, Information & Data Security, Business Continuity, Risk and Secretariat to collectively strengthen and support the LAA's governance, assurance strategies, risk management processes and provide support to the LAA's governance and management committees., This is a varied, fast paced and rewarding role that operates at the heart of the LAA and involves regular interaction with members of the Executive Leadership Team (ELT) and exposure to high profile issues with the ability to manage and prioritise a variable workload. The post-holder will be responsible for leading on, and planning, a number of key meetings. They will provide support in the preparation and management of meetings as required, help manage the Secretariat team mailbox, shared drive and Microsoft Teams areas. This is an exciting opportunity to work closely with multiple teams across LAA such as the Chief Executive's office on a range of areas, and to build strong networks across the LAA and wider Ministry of Justice., The Secretariat Officer plays a vital role in assisting the Secretariat to deliver effective, efficient and professional management of the Agency's formal governance forums. Key duties and responsibilities include:

• Providing quality secretariat support for key LAA governance meetings, including agenda planning, action management, paper collation and distribution and, formal minute-taking;
• Acting as the team lead for the management of particular meetings, being flexible to ensure cover for other forums depending on resource and business need;
• Routine attendance at senior governance meetings, which may be either virtual or in-person. Although this post is national, travel to particular offices will be required where in-person attendance is necessary, though this will generally be limited to 1-2 times per month;
• Leading on ensuring the attendance log is up to date and supporting Secretariat colleagues in maintaining the action logs and forward look;
• Managing the Secretariat mailbox, ensuring emails are promptly dealt with, followed up when required and then filed appropriately;
• Leading on meeting dates and arrangements for governance forums, ensuring meetings are planned well in advance and that meetings dates are timely and convenient for attendees;
• Leading on a range of ad-hoc governance meetings, in accordance with ELT diaries and ensuring the necessary papers are provided prior to the meeting;
• Assisting in the management of numerous Microsoft Teams areas relevant to each committee.
• Provide ad-hoc administrative support to wider CARS team when required.
• , 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.
As a Disability Confident organisation, we will offer a guaranteed interview to candidates with a disability who meet the essential criteria for this role. Under the Equality Act 2010 a disability is defined as a physical or mental impairment which has a substantial and long-term adverse effect on your ability to carry out normal day-to-day activities which has lasted, or is expected to last, at least 12 months. If you are responding to a role within the Legal Aid Agency and would like to be considered under the guaranteed interview, please indicate this in your application and let us know of any reasonable adjustments you may require during the sift or later selection processes. The LAA's goal is to build an organisation that is open and inclusive and truly values and celebrates the diversity of its workforce. One that reflects and understands the needs of the diverse society we serve. This is regardless of social background, gender, age, ethnicity, sexual orientation, beliefs, disabilities or long-term illness or caring responsibilities. Reasonable Adjustments We are committed to ensuring our recruitment process is inclusive and accessible to all. If you have a disability or long-term condition (for example dyslexia, anxiety, autism, a mobility condition or hearing loss) and need us to make any reasonable adjustments to support you through the recruitment process, please let us know by adding the information to the applications system or emailing LAARecruitment@justice.gov.uk after you have applied so that we can discuss options with you.Complaints procedure If you have any complaints about this recruitment activity, please share your concerns by emailing LAARecruitment@justice.gov.uk initially. We aim to respond to any complaint within 10 working days. If you are dissatisfied with our response, we will forward your complaint to the Civil Service Commission, an independent body, for review. Additional Information 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 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.

· Excellent organisational and planning skills; · The ability to prioritise effectively to deliver at pace to tight deadlines and competing priorities; · Strong interpersonal and influencing skills to engage and build relationships with key stakeholders; · A good team player with a drive for continuous improvement of ways of working; · Excellent Microsoft Outlook skills to help navigate multiple outlook calendars and prioritise between conflicting meetings; · Attention to detail and excellent drafting and communication skills. Desirable Knowledge, Experience and skills
• Previous experience in a Secretariat or executive support role;
• Experience of formal minute-writing;
• Familiarity with LAA's governance forums and requirements.
• Experience of using or developing use of AI tools such as copilot.
Person Specification · You enjoy being part of a team; · You enjoy working in a fast-paced environment with the ability to juggle different tasks in quick succession; · You are organised with excellent attention to detail; · You have a passion to want to deliver an excellent service; · You have an interest in always striving for improvement and new ways of working., · Managing a Quality Service · Delivering at Pace · Seeing the Big Picture When submitting an example of a behaviour remember to include the situation, what you did and why, and what was the outcome / result. We will also be looking for your Experience of: · Using written communication skills to record, report or inform others. Examples of such work may include, but are not limited to, work similar to that outlined in the Key Responsibilities relating to minute taking. Should a large number of applications be received, an initial sift may be undertaken using the lead Behaviour, Managing a Quality Service, as well as the Experience question of using written communication skills to record, report or inform others. Candidates who pass the initial sift will progress to a full sift, or progress straight to interview. Interview / assessment Process If you are successful through the application stage, you will be invited to an interview / assessment centre in person or via Microsoft Teams where you will be assessed against the following: Strengths relevant to the role The following Behaviours: · Managing a Quality Service · Delivering at Pace · Seeing the Big Picture Your Experience of implementing, promoting, or understanding diversity and inclusion policy - Diversity is the presence of difference, this can include one or more of the protected characteristics (Gender, Age, Race, Disability etc.) or it can be about working patterns, whether we like to jump into a task or reflect on it before acting. Inclusion is how we welcome, value, and celebrate diversity, giving everyone a voice, tapping into ideas, and enabling everyone to be themselves at work and achieve their potential. For this grade/ role we would expect the candidate to demonstrate understanding of the terms Diversity and Inclusion and be able to explain why they are important to them and to where they work. Examples of action they have taken (in or outside of work) to embrace diversity (e.g., increasing understanding) or improve inclusion for others will increase the strength of their answer. In addition, there will be a practical, written exercise relevant to the role, to assess your minute drafting ability, further details of which will be communicated in advance of the interview., Practical written exercise to assess minute drafting ability Behaviours Managing a Quality Service Delivering at Pace

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 national salary range is £29,303 - £31,061, London salary range is £33,551- £35,564. Your salary will be dependent on your base location Working Pattern Full Time, Part Time, Part Time/Job Share, Flexible Working Vacancy Approach External, If you are applying for a part time role, please note that to meet business demands we need cover for a minimum of 30 hours and to cover 4 days of the week To meet legal requirements, if you are between the ages 16-18 and you are a successful candidate, you will be required to complete an apprenticeship after your initial on the job training. The Legal Aid Agency We are an executive agency of the Ministry of Justice (MoJ). We are responsible for operationally administering the legal aid fund to provide criminal and civil legal aid advice to people in England and Wales. Our people are at the heart of achieving excellence. Employing around 1,200 colleagues across England and Wales, we feel proud to have some of the best People Survey results in the Civil Service., 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., A sift based on the lead behaviour, Managing a Quality Service, 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. Behaviours Application Form Question Word Limit 250 Managing a Quality Service Delivering at Pace Seeing the Big Picture Experience We will assess your experience for this role via the following methods Experience Questions Experience Questions Application Form Question Word Limit 250 Evidence of Experience Experience Questions