23615 - Executive Support Officer – Private Office

Introduction

The Criminal Injuries Compensation Authority (CICA) is an executive agency of the Ministry of Justice (MoJ). We receive over 45,000 applications every year for compensation, from people who have lost loved ones or have been injured as a result of a violent crime. We know financial compensation can never fully redress what they have suffered. Nevertheless, what we do is an important part of providing justice for victims and we take pride that the compensation we pay helps people move forward with their lives.

We employ around 350 people and are based in Glasgow city centre. We are a small, engaged, productive workforce with a real sense of corporate community. We want to keep improving our services and the way we work to best serve the public, meet new challenges, deliver value for money and ensure CICA is a great place to work.

The role is based 10 Clyde Place, Glasgow, G5 8AQ and we currently operate a hybrid working business model, where a typical employee works 50% of their week from the office. For colleagues with standard full-time, 37 hours per week working patterns, this will typically mean two full days in the office one week and three the following week.

The Role

The Executive Support Officer will play a critical role in ensuring the smooth and efficient operation of CICA's Private Office.

Working within the newly formed Private Office team, the postholder will provide high-quality executive support including diary management, executive appointments and secretariat support for CICA's senior leadership and governance forums. The role will also support Non-Executive Board Members (NEBM), helping to coordinate meetings and correspondence.

Working closely with colleagues across the organisation the role supports the effective operation of the Executive Management Committee (EMC), Audit and Risk Assurance Committee (ARAC) and CICA Board. The postholder will also help coordinate activity between CICA and the wider MoJ department, supporting executive business, assurance requirements and senior stakeholder engagement.

This is a varied and rewarding role suited to an organised and proactive individual who enjoys working in a fast-paced environment and building relationships with a wide range of stakeholders.

Duties and responsibilities

Executive and Non-Executive Support

• Manage the Chief Executive Officer’s diary and provide wider diary support to the CICA executive team as required, ensuring effective coordination of meetings, appointments and key events

• Coordinate appointments, visits and engagement activities, for the executive team and NEBM’s when required, including scheduling travel and accommodation arrangements and preparation of relevant documentation

• Prepare, collate and distribute briefing materials, meeting packs and supporting information for the executive team

• Manage shared inboxes and correspondence, responding to enquiries and escalating issues where appropriate

• Support the effective running of the Private Office, helping to ensure priorities are coordinated and delivered in a timely manner.

Secretariat

• Provide secretariat support to the Executive Management Committee (EMC), Audit and Risk Assurance Committee (ARAC) and CICA Board

• Coordinate meeting schedules, agendas, papers and action logs, ensuring documentation is issued accurately and within agreed timescales

• Attend meetings and produce accurate minutes, records of decisions and action logs, ensuring outputs are clear and timely

• Monitor progress against agreed actions and liaise with relevant colleagues to support timely completion and reporting

Stakeholder Engagement and Coordination

• Act as a key liaison for colleagues across CICA, Non-Executive Board Members (NEBMs), MoJ and other stakeholders ensuring communications, requests and actions are managed efficiently and appropriately.

• Support the development of positive and effective working relationships with Board members, MoJ colleagues and other stakeholders through the provision of professional and responsive Private Office support.

General Responsibilities

• Handle sensitive and confidential information with discretion and confidentiality at all times

• Maintain accurate records and documentation in line with organisational policies and information management requirements

• Contribute to the continuous improvement of Private Office processes and ways of working

• Provide flexible support across the Private Office team and undertake other duties commensurate with the grade and nature of the role

Essential Criteria

• Experience of providing high-quality administrative, business support or coordination services in a busy working environment

• Excellent organisational and planning skills with the ability to manage competing priorities, and maintain attention to detail

• Demonstrates tact and diplomacy and discretion when handling sensitive in-formation and dealing with senior stakeholders

• Excellent written and verbal communication skills with the ability to build effective working relationships with a range of stakeholders

• Strong IT skills with experience of using Microsoft 365 programmes including Teams, Word, Excel, PowerPoint, Outlook and SharePoint

Desirable Criteria

• Experience of executive diary management

• Experience of providing secretariat support, including agenda planning, minute taking and action tracking