About this role
Job description
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
How to Apply
The selection process for this vacancy will utilise Civil Service Success Profiles and will assess your Experience, Behaviours and Strengths.
Stage 1
Applicants should provide a Curriculum Vitae (CV) and a Statement of Suitability of no more than 500 words, which demonstrates evidence of the essential criteria for this role and desirable criteria where also met.
Stage 2
If you are selected for stage 2, you will be invited to interview, which will include a technical assessment to assess your experience and skills in relation to this role. You will be provided with further information in connection with the exercise at the point of invitation. At the interview we will also assess you against these behaviours:
- Managing a Quality Service
- Communicating and Influencing
- Delivering at Pace
- Making Effective Decisions
The interview panel will explore your competence in respect of the essential and desirable criteria. You will be asked behaviour-based questions to help the panel understand your capability and strength-based questions to explore your motivations relevant to the job role.
Important Information Regarding Interviews
Interviews are expected to take place late November 2026, in person, at 10 Clyde Place, Buchanan Wharf, Glasgow, G5 8AQ.
Disability Confident
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.
Reasonable Adjustments
Please tell us if you have a disability when you apply, and we can offer reasonable adjustments to help with the selection process.
If you require any assistance at any time, please call 0845 241 5359 (Monday to Friday 8am-6pm) or e-mail [email protected].
Apply and Further Information
Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.
A reserve list will be created and will be valid for 12 months if further vacancies arise for this or similar role. Candidates may be appointed from the reserve list in order of merit.
We offer flexible working 7am – 7pm, Monday to Friday. This role is offered on a full-time (37 hours per week) basis.
For queries about the role, please email the Corporate Support Team at [email protected]
Additional Information
Working Arrangements & Further Information
The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.
Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.
For nationally advertised role: all successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale. This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) – See Map . All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity).
For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location’s respective pay scale (any legacy arrangements/locations will need to be amended).
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.
MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.
All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.
Flexible working hours
The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.
Benefits
The MoJ offers a range of benefits:
Annual Leave
Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.
There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.
Pension
The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.
Training
The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
Networks
The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.
Support
- A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
- Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
- For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.GOV.UK (https://www.gov.uk/help-with-childcare-costs/tax-free-childcare) or Childcare Choices (https://www.childcarechoices.gov.uk/) . You can determine your eligibility at https://www.childcarechoices.gov.uk/ .
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles . Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order
- To Transformative Business Services (0345 241 5359 (Monday to Friday 8am - 6pm) or e mail [email protected] (mailto:[email protected]) );
- To Ministry of Justice Resourcing team ( [email protected] (mailto:[email protected]) );
- To the Civil Service Commission (details available here (https://civilservicecommission.independent.gov.uk/recruitment/recruitment-complaints/) )
As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.
For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos .
You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.
Diversity & Inclusion
The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy .
A Great Place to Work for Veterans
The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans
Redeployment Interview Scheme
Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.
MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.
Civil Service Nationality Rules
This job is broadly open to the following groups:
- UK nationals
- nationals of the Republic of Ireland
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window) https://www.gov.uk/settled-status-eu-citizens-families (https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.gov.uk%2Fsettled-status-eu-citizens-families&data=05%7C01%7Cchristopher.jeffery%40soprasteria.com%7C8a2293860362402c15da08dbf4cff146%7C8b87af7d86474dc78df45f69a2011bb5%7C0%7C0%7C638372946312587803%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=s%2BxUsev%2BGeeK%2FLgTUjpjfTJu%2FjpKQZ%2BQPJXNduvik3Q%3D&reserved=0)
- nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
- individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
- Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Further information on nationality requirements (opens in a new window) https://www.gov.uk/government/publications/nationality-rules
Reserve list
A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles.
Contact Information
MoJ:
If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail [email protected]
Please quote the job reference 23615
HMPPS
If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail [email protected]
Please quote the job reference 23615
Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here (https://www.gov.uk/government/publications/success-profiles/success-profiles-strengths).
Use of Artificial Intelligence (Al)
Artificial Intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance for more information on appropriate and inappropriate use.