Ministry of Justice

HM Courts and Tribunals Service

Directorate:   Digital Technology Services (DTS)

Pay Band:        HEO

Job Title:          Business Support Manager - Governance and Data Assurance

Location:         London / National

               Successful applicants will be expected to be office based 3 days per week in any HMCTS Office (subject to business availability).

Term:  Permanent

Interview:       Video conference via Teams

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).

Reserve List:

HMCTS run a Reserve List, where candidates who are unsuccessful at interview by only a few points, can be offered other roles, at the same band, for up to 12 months. You will be able to view your status via the application screen. If you have been added to the Reserve List, your status will show either Merit or Reserve list.

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 committed to being a great place to 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 post is within the HMCTS Digital and Technology Services (DTS) Directorate – Business Operations Team.

The jobholder must demonstrate strong communication and organisational skills; be able to analyse and interpret data; possess the confidence to ask critical questions and have a passion for communicating and engaging others.

The support team function has a pivotal role in supporting senior stakeholders and their teams by contributing meaningful insight, driving forward the governance and reporting, and creating oversight of all activity in the directorate.

The post holder will work very closely with Business Managers, Head of Business Operations, Senior Management Team (SMT) and report directly to the Governance and Reporting Manager.

This role is varied and fast-paced, and the role requires an individual with excellent organisational skills, confidence to challenge, an eye for detail and an ability to translate complicated information into a format that works for the audience.

Governance and Data Assurance Profiles responsibilities:

•             Postholder responsible for utilising, and maintaining the data held in DTS’s in-house IT system “Ardoq” to ensure accuracy of Civil Servant profiles.

•             Establish a strong working relationship with finance colleagues and DTS business managers to reconcile identified errors within data held in Ardoq and on financial ledgers.

•             Regularly review the Governance Management Ardoq Dashboard to track progress and escalate discrepancies as required with the management team.

•             Responsible for initial compilation of the CEO Headcount return and obtaining sign-off from the Head of Business Operations.

•             Work closely with the Head of Business Operations and business area representatives to ensure DTS team structures are accurate on Ardoq, to enable accurate reporting.

Business Case responsibilities:

•             Postholder is responsible, as a panel member, for robust data assurance in the business case process.

•             Manage New Starter Form process, escalating issues as required to the management team, or other relevant stakeholders

Health & Safety responsibilities:

•             Ensure DTS remains compliant with Health and Safety Policy requirements, by establishing and maintaining a close working relationship with the Security and Safety Advisor.

•             Create and maintain a list of all staff who are fire and / or first aid trained to ensure adequate cover is available across the DTS directorate for office-based personnel.

Digital Hub Support (Salford, Birmingham Hub and London Petty France):

•             Single Point of Contact for DTS staff for any business support issues or queries regarding the above sites.

Contingency Planning responsibilities:

•             Single Point of Contact responsible for the continued development and maintenance of the DTS’s Contingency Plans, across London Petty France and Salford sites.

Corporate Governance responsibilities:

•             DTS’s Governance Procurement Card (GPC) postholder, responsible for the purchasing and payment of goods (as directed by the management team) which are not already governed by an existing MoJ/HMCTS Contract.

•             Maintain GPC audit log and comply with financial governance requirements.

•             Responsible for initial engagement with action owners to compile DTS’s draft quarterly Business Plan response for the Head of Business Operations review and sign-off.

Responsible for engaging with key stakeholders to collate the following commissions/assessments:

•             Dual Office Data Commission

•             Functional Standards Assessment

•             Headcount Commission

•             Government Internal Audit Assessment (GIAA)

•             Business Plan Commission

Leadership & Communications:

•             Maintain an effective working relationship with the Head of Business Operations, Line Manager, Business Operations teams and wider DTS colleagues.

•             Demonstrate leadership across the directorate when overseeing cross-directorate processes.

•             Foster and manage effective working relationships with diverse colleagues and stakeholders both internal and external to DTS, including the HMCTS Chief Executive Officer’s Office and wider engagement with MoJ.

•             Provide ad-hoc support by performing any other duties requested by the Head of Business Operations, or your LM, which are commensurate with the grade and level of responsibility of this post.

FOIs & PQ Management 

•             Review Freedom of Information requests and Parliamentary Questions (FOIs/PQs) and consider (seeking guidance as appropriate) whether to accept or reject it within 24hrs of receipt.

•             Work collaboratively with your disclosure officer to fully answer FOI requests and PQs.

•             Monitor and ensure the directorate meets its responsibilities in respect of key indicators (for example, timeline of FOI requests).

•             Ensure sign-off from Head of Business Operations / Chief Digital and Information Officer (CDIO) level.

•             Retain audit trail of all FOIs/PQs accepted by DTS.

•             Join KILO community and become an active member.

Team Resilience:

•             The post holder will be required to work collaboratively with their Business Support Manager counterpart to fulfil the Secretariat & Communications core duties in their absence.

Please note some travelling will be required for this role, this includes attending regular Business Operations team meetings in person wherever possible, and it is a requirement of the Digital Hub Support responsibilities to attend as required, DTS occupied locations e.g., Salford, Birmingham and London Petty France. 

Skills and Experience

•             Knowledge of working within a similar role and engaging with senior stakeholders.

•             Excellent organisational skills.

•             Strong written communication and influencing skills.

•             Experience in using the Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, Teams, and SharePoint).

•             Ability to be proactive, and work in a dynamic environment, managing your own time and priorities effectively to ensure delivery of quality outputs.

•             The ability to approach and solve complex problems in a structured manner.

•             Strong stakeholder management skills, including the ability to work across boundaries to establish strong working relationships with DTS and external colleagues.   

•             See the Success Profile framework for more details on the Behaviours.

Essential Criteria:

•             Excellent organisational skills.

•             Effective communication and influencing skills.

Desirable:

•             Experience of working with senior management team and / or performing a secretariat role.

Application process:

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

•             Experience – As demonstrated in your application form.

•             Behaviours – You will be required to provide evidence of the following key behaviours at HEO Level

•             Communicating and Influencing

•             Working Together

•             Changing and Improving

•             Leadership