Management Coordinator to North East Prison Group DirectorMinistry of Justice

Overview of the job

To provide general administrative support to the Director and the wider team as required. To ensure the Director gets the support they need in a timely and efficient manner.

Summary

The role is to provide diary management and general administrative support to the Director and the wider team as required by providing a professional and efficient service.

The Job holder will be required to prioritise meetings and manage the diary in the most efficient and practical way. Interaction with internal and external stakeholders will be required as well as the preparation of papers for meetings along with other administrative tasks.

Job holder will maintain a high level of confidentiality at all times.

Responsibilities, Activities & Duties

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

Manage diary including co-ordination, appointments for staff, managers, internal, external stakeholders and members of the public.

Anticipate and identify potential problems in relation to issues arising within the diary, particularly when priorities can change at very short notice.

To arrange visits for the Director, including travel and overnight accommodation as required and to keep an auditable spreadsheet of all travel/costs, ensuring value for money in all activities.

To commission and collate information for the Director visits; including Ministerial briefs, reports, information from Heads of Group, information on personnel at the establishment/HQ/Divisions.

To provide prompt accurate and well presented work. Type and amend a range of documents and correspondence from audio/manuscript. Type up Ministerial submissions, correspondence, minutes etc., ensuring that all typing jobs are completed within the deadlines set.

Deal with incoming telephone calls for the Director and deal with basic enquiries as required; answer calls promptly and in a courteous and professional manner. Maintain and develop professional and open avenues of communication both within the Directorate and all internal and external agencies.

Open and register incoming mail for Director and operation of post log.

Maintain a record management and bring forward system that is accessible by others members of the team

Provide other administrative support as and where required such as room bookings, printing, collating, sending out papers for meetings and other practical tasks required

Takes minutes / notes at meetings and writing them up to a high standard

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 alterations 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.