Event Organiser (Administrative Officer)

The Judicial College has an exciting opportunity for an Event Organiser to join its Planning and Operations Team (POpS).

Please note this is a rolling campaign and sifting will take place every 6-8 weeks. Applicants are advised they cannot reapply within a six month period. For further details, please see below.

The Judicial College is part of the wider Judicial Office, which is a unique branch of the Civil Service dedicated to supporting judicial independence, to maintain confidence in the rule of law. The Judicial Office assists the Lady Chief Justice and the Senior President of Tribunals to fulfil their responsibilities to the judiciary (about 25,000 judicial office holders), and an ever-evolving justice system.

The Judicial College is a very busy and high-profile section of the Judicial Office. We are responsible for judicial training and we currently deliver approximately 400 judicial seminars each year and have a budget of £15.5 million. This is an exciting time for the Judicial College as our training programme is expanding to address judicial training needs emerging from HMCTS Reform work and EU Exit. In addition, the College is continuing to its methods of delivering training to incorporate more digital platforms, increasing its use of e-learning and webcasting.

The POpS Team is the customer facing hub of the College, providing planning and organisational support to judicial training events across the UK.  The team is based over three sites – Loughborough, London, and Leeds.  We make good use of flexible and remote working across our offices. This is a full-time post based in our London Office.

UK based travel to venues will be required to provide administrative support at training events. This will include overnight stays including the occasional Sunday where an event organiser is required to be at a venue for an event starting on a Monday. Training events range from one to five days in length and commence on various days of the week.

Event organisers work as part of our team to provide all aspects of administrative support in the planning and management of training events. This includes close working with the judicial training teams to ensure that events are well organised and run smoothly. You will assist delegates with their bookings, deal with enquiries and provide administrative support at training events, including residential events. You will need strong customer service skills, enjoy working with people, some very senior and able to think on your feet and react positively to any unexpected issues or queries that arise.

The role involves some numerical work. You will need to have good IT skills as we work with a wide range of IT platforms.
 
As the result of the pandemic, the College revised its training programme to focus on supporting priority training needs. Training was delivered digitally in line with public health guidance. We returned to face-to-face training in September 2021 whilst also continuing to deliver a busy digital training programme. In addition to attending seminars, you will be required to provide some technical online support at digital training events.

You will be fully trained in all aspects of event organising. We have a strong culture of team working and continuous improvement (CI), and all staff are expected to embrace CI as part of their role

Key Responsibilities

•    Effectively managing allocated training events and providing administrative support to Course Directors/Training Leads throughout the life of a training event, including making amendments to programmes and training/evaluation materials as required
•    Using various databases, including the Judicial College online Judicial College Learning (JCL), to assist with organising invites to training and managing attendance.
•    Maintaining accurate records of attendees at training events (both prior to and at the event) to assisting with monitoring delegate numbers planning venue requirements, accommodation, managing delegate/syndicate groups lists etc.
•    Actively liaising with the judicial training team and any speakers to ensure that training materials are received in time to coordinate the timely release to delegates via the JCL.
•    Attending face to face training, and online events to provide administrative support when necessary.
•    Completing all post event work such as promptly notifying the fees team who has attended training so that delegates are paid their training fee on time.
•    Other Duties – The post holder is required to work in a flexible way and undertake any other duties reasonably requested by line management which are commensurate with the grade and level of responsibility of this post.

Essential skills

•    Ability to build effective working relationships with a range of stakeholders and work as part of a team
•    Planning and organising
•    Good IT skills i.e., working with databases, Excel, and Word
•    Good written and verbal communication skills
•    Accuracy and attention to detail
 
How you’ll be assessed

•    An application screening process. We only ask for one behaviour and a Statement of suitability (SOS) - please ensure that your SOS includes how you meet the essential criteria and experience listed in the “essential skills” section above.
•    An interview - We will assess you against the behaviours listed and strengths.

Selection process

Behaviours:

The Civil Service uses a framework called ‘Success Profiles’ to recruit based on potential and skills. Behaviours are the actions and activities that people do which result in effective performance in a job.

For this role we'll assess you against the below during the selection process:

Working Together

•    Proactively contribute to the work of the whole team and remain open to taking on new and different roles.
•    Get to know your colleagues and build supportive relationships.
•    Listen to alternative perspectives and needs, responding sensitively and checking understanding where necessary.
•    Ask for help when needed and support others when the opportunity arises.
•    Be aware of the need to consider your own wellbeing and that of your colleagues.
•    Understand that bullying, harassment and discrimination are unacceptable.

Delivering at Pace 

Always work with focus and pace to get the job done on time and to a high standard. Follow the relevant policies, procedures and rules that apply to the job.Use own 
knowledge and expertise to organise work.Keep focused on delivery and take 
responsibility for the quality of work produced.Keep a consistent level of personal 
performance.Keep managers and stakeholders updated on how work is progressing. 

Statement of suitable (SOS)

A SOS is a short description of how you meet the essential criteria listed in the role. It offers you the opportunity to explain how you have the experience to forge a successful career in the Judicial College. You may choose narrative, or bullet points.

Due to the high number of applications, we are unable to provide feedback to candidates who are unsuccessful in the application sift.

Interview Stage

Candidates will be assessed at Level 1 against the following behaviours and strengths at interview:

•    Working together
•    Delivering at Pace
•    Managing a quality service
 
Please use STAR approach to structure your examples.
•    Situation – Describe the situation you found yourself in and what happened.
•    Task – The Hiring Manager will want to understand what you tried to achieve from the situation that you found yourself in.
•    Action – What actions did you take and how did you do it. Make sure
to use “I”, not “we” to explain how your actions lead to a result.
•    Result – Use facts and statistics to demonstrate the results that your actions produced. Explain whether it was a successful outcome, and if not, what you learned from the experience.

Feedback

Feedback will only be provided if you attend an interview or assessment.

Salary, Working Arrangements & Further Information

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.

Contract type

Permanent, full time with flexible working

Security

Successful candidates must undergo a criminal record check and Counter Terrorism Check (CTC) clearance.

Flexible working hours

The Ministry of Justice offers a flexible and hybrid working system in many offices.