The job holder will be required to carry out the following responsibilities, activities and duties:

General

• Confidently manage and coordinate the function’s shared mailboxes in line with agreed processes / protocols ensuring all work is completed in a timely manner. This includes scrutinising emails, checking rules/processes/policies and precedents and apply these to particular circumstances to decide what action to take. Action often includes escalating the email to the responsible third-party suppliers as necessary, case managing the email and close the case when satisfactorily resolved.
• Manage and coordinate HR Services queries, cases and requests through to resolution, ensuring stakeholders are kept informed and appropriate records are maintained.
• Manage the effective handling of official correspondence in line with agreed processes / protocols, including drafting responses for senior managers and case management of communications and queries until resolved.
• Coordination of meetings between various internal and external stakeholders, including management of electronic calendar invitations and providing support during meetings by taking minutes and updating Action Logs and other meeting documentation.
• Develop and keep maintained contacts lists and distribution lists for communication activities and projects and confidently take these forward autonomously – reporting progress to senior managers.
• Develop and maintain effective working relationships with internal stakeholders and external service providers, supporting the resolution and escalation of service-related queries and issues where required.
• Develop a working knowledge of online systems related to HR related contracts and the regulations which govern them (e.g. data protection) in order to provide guidance and advice to internal stakeholders and action system-based requests independently (e.g. setting user account permissions to the correct levels as defined by Senior Managers).
• Carry out project and business change coordination and support tasks and maintain registers, trackers and associated documentation.
• Support the production, analysis and maintenance of management information, reports and data requests to support decision making and service delivery.
• Complete payment assurance tasks, including checking supplier invoices and escalating any discrepancies in line with agreed processes.
• The post-holder will also be required to provide cover for other HR Services Coordinators during periods of leave, including organising handover activities autonomously.

Specific

• Working closely with the relevant senior manager in the team and relevant contracted third-party suppliers, the post-holder is required to:
  • Coordinate our management of the delivery of payroll and support services.
  • Coordinate our management of occupational health, employee assistance, psychological support, ill health retirement and associated services.
  • Coordinate the management of employee benefits services and associated supplier queries, ensuring issues are tracked, investigated and resolved in a timely manner.
  • Coordinate and manage delivery of a new process for staff retirements on the grounds of ill health to make sure that staff going through this process have their applications handled efficiently in line with set policy and procedures in a timely manner.
  • Coordinate our management of the delivery of business travel, vehicle hire and agency worker services.
  • Coordinate our management of any “in house” services (not outsourced).

The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder.

Essential Criteria

• Strong skills in MS Office applications, especially Outlook, Word, Excel and PowerPoint.
• Good written and oral communication skills
• Good interpersonal and organisational skills
• Experience of managing, analysing and reporting data, with strong attention to detail and accuracy.

Desirable Criteria

• Understanding of how third-party supplier contracts work.
• Experience of a project management environment.
• Understanding and experience of working in HR.

Please note that whilst we don’t assess or score ‘desirable’ criteria, we may consider evidence provided that demonstrates meeting the desirable elements of the role, only after essential criteria is assessed and where there is a need to differentiate between closely scored candidates.

Application process

You will be assessed against the Civil service success profiles framework.

Sift

Behaviours / Experience

Please provide examples of how you have met each of the behaviours (or list other criteria) below:

• Managing a Quality Service
• Working Together

Please refer to the CS Behaviours framework for more details, including by grade: https://www.gov.uk/government/publications/success-profiles/success-profiles-civil-service-behaviours#why-we-assess-behaviours

Experience

Please submit a 500 word statement of suitability, explaining how your experience and skills align with the key responsibilities of the job description, with reference to the Essential Criteria listed above.

Please submit an anonymous copy of your CV.

If we receive a large number of applications, we will carry out an initial sift on the lead criteria of Statement of Suitability.

Candidates invited to Interview

Please note that interviews will be carried out remotely via MS Teams. During the interview, we will be assessing you on Behaviours and Strengths from the Success Profiles framework.

• Managing a Quality Service
• Communicating and Influencing
• Delivering at Pace
• Working Together

You will be asked strengths questions which aren’t shared prior to interview.

For enquiries please contact Alex.Brodier@justice.gov.uk.

Job Title: HR Services Coordinator

Grade: EO

Business Group: People Group

Contract Type: Fixed Term – 24 months

Directorate: MOJ People and Capability

Team: Service Improvement and Assurance

Location: National

People & Capability Group

People and Capability is here to support the organisation by enabling its people to be the best that they can be. We are continuously reviewing and enhancing the services we provide across the Ministry of Justice (MoJ) to ensure the delivery of high-quality services for our customers.

As a department, we are going through a period of significant transformation and our people services are at the forefront of enabling that change. MoJ People and Capability is a team of 1,400 committed and capable professionals delivering people services across the Justice family. At the heart of delivering these services, are our people.

Information about the MoJ and its priorities can be found at www.gov.uk/government/organisations