Diary Manager to Head of OperationsMinistry of Justice

Overview of the job

This is an administrative role in NPS Divisional headquarters, clusters and functions and reports to the NPS Deputy Director or Head of Operational Function as appropriate

Summary

The role is to provide secretarial and administrative support to the Deputy Director or Head of Operational Function by acting as the primary point of contact and assisting in the management of the day to day running of the division, function or cluster through the key tasks of diary coordination, compilation of correspondence and documents and the organisations of meetings and other engagements.

The job holder will have no line manager responsibilities

Responsibilities, Activities & Duties

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

Manage Deputy Director or Head of Operational Function’s Diary

Supporting the Deputy Director or Head of Operational Function in meeting business requirements by supporting them to resolve conflicting demands in planning schedules

Efficient maintenance of the Deputy Director or Head of Operational Function’s diary ensuring that time management is optimised

Acting as the first point of contact for the Deputy Director or Head of Operational Function, using initiative and responding to and/or directing queries to the relevant parties

Acting as a screening point for the Deputy Director or Head of Operational Function’s telephone calls, general correspondence and e-mails, highlighting priority work and responding to queries using an understanding of Probation service delivery and the partnership map

Providing a full range of secretarial and administrative support and assistance to the Deputy Director or Head of Operational Function, producing a range of material from correspondence to complex confidential reports

Developing and maintaining comprehensive and up-to-date electronic and manual filing systems which support the operational delivery of Probation services and are effective in storing and retrieving key data

Support planning and finalising of agendas for meetings, overseeing co-ordination and distribution of paperwork

Taking minutes at senior management meetings and distributing to relevant parties

Liaising directly with internal and external colleagues and partners to deal with enquiries and to co-ordinate appointments and engagements

Keeping up to date with changes in key external partnerships which relate to Probation service delivery

Contributing towards the organisation and coordination of large scale divisional events

Coordination and collation of meetings for internal and external attendees, booking rooms, arranging refreshments, preparing material, greeting visitors etc

Dealing with highly sensitive issues, acting with diplomacy and maintaining strict confidentiality at all times

Arranging business travel and accommodation for the Deputy Director or Head of Operational Function.

Use communication effectively

Providing information, feedback and advice

Influencing and persuading

Participate in meetings where appropriate

Using appropriate skills, styles and approaches Enhance your own performance

Manage own resources and professional development Use information to take critical decisions

Liaise with staff to receive, collate and analyse information, using systems and compiling reports as necessary

Develop and utilise data to identify trends and take appropriate action to maintain and enhance performance

Plan, implement and manage systems for the exchange of sensitive information, data and intelligence

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 alternations 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.

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh

Behaviours

Working Together

Delivering at Pace

Making Effective Decisions

Changing and Improving

Strengths

It is advised strengths are chosen locally, recommended 4-8.

Essential Experience

Experience of managing diary of a senior executive

Experience of providing a wide range of management support activities

Technical requirements

NVQ Level 2 or equivalent in a relevant subject (or appropriate practical experience) IT Skills: Microsoft: Word, Excel, Outlook, and PowerPoint

Minimum Eligibility

All candidates are subject to security and identity checks prior to taking up post.

All external candidates are subject to 6 months’ probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS.

All staff are required to declare whether they are a member of a group or organisation which HMPPS consider to be racist.

Hours of Work

37