Office Manager in the Office of the Victims' Commissioner for England and WalesMinistry of Justice

21329

Descriptions & requirements

Job description

The Office Manager is responsible for ensuring the efficient operation of the Victims' Commissioner's office through the provision of high-quality executive support, correspondence management, and office administration.

Reporting directly to the CEO, the postholder will manage the diaries of the Victims' Commissioner and CEO; lead in the effective handling of correspondence and enquiries from the public, MPs and stakeholders; develop and maintain office systems and business processes; respond to and co-ordinate FOIs and other enquiries and support the smooth day-to-day running of the Office.

The role requires excellent organisational skills, sound judgement, discretion, and the ability to work independently and with autonomy, in a fast-paced environment dealing with sensitive and high-profile issues relating to victims of crime.

Key Responsibilities

Executive Support

Manage the diaries of the Victims' Commissioner and CEO, ensuring effective prioritisation of commitments and the best use of time.

Coordinate meetings, stakeholder engagement activities, visits and events including responsibility for booking travel and accommodation for the VC team. .

Prepare and coordinate governance meeting papers, agendas, briefing packs and supporting documentation.

Monitor competing priorities and make informed decisions regarding scheduling and time management.

Act as a key point of contact for internal and external stakeholders on behalf of the Commissioner and CEO.

Correspondence and Enquiries Management

Manage the Office's correspondence function, ensuring enquiries and requests are handled efficiently and professionally.

Triage incoming correspondence, emails and enquiries, determining appropriate action and escalating issues where necessary.

Lead in responding to correspondence from the public, MPs and stakeholders on behalf of the Commissioner and CEO. (This does not include responding to victims of crime as this sits with another role).

Work closely with the Policy and Victim Engagement Officer, who holds responsibility for victim correspondence and engagement.

Develop and maintain systems to track correspondence, actions, and deadlines, ensuring timely responses.

Support the management of sensitive or complex stakeholder enquiries.

Office Management and Business Coordination

Lead the day-to-day administration of the office.

Lead in the co-ordination and management of FOI, SAR, and other requests coming into the office.

Maintain and improve office systems, processes and administrative procedures to ensure effective business delivery.

Coordinate business support activities, including record management, action tracking and office governance processes.

Identify and implement opportunities to improve efficiency and ways of working.

Working with the CEO, co-ordinate business planning, risk register, reporting and organisational priorities.

Information and Records Management

Act as the Office's lead administrator for SharePoint and related Microsoft 365 systems.

Maintain effective electronic filing and document management systems, ensuring compliance with information governance requirements.

Support staff in the effective use of SharePoint and office-wide information management processes.

Ensure records are maintained in line with data protection, records management and security requirements.

Stakeholder and Team Support

Build effective working relationships with stakeholders across government, the criminal justice sector and victim support organisations.

Support team meetings and organisational activities, ensuring actions are recorded and monitored.

Contribute to a positive, collaborative and professional office environment.

Undertake additional business support responsibilities as required by the CEO.