Ministry of Justice Careers – Diary Manager

Job Description:

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

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.

Job Responsibilities:

• Dealing with highly sensitive issues, acting with diplomacy and maintaining strict confidentiality at all times
• Providing information, feedback and advice
• 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
• Arranging business travel and accommodation for the Deputy Director or Head of Operational Function.
• Keeping up to date with changes in key external partnerships which relate to Probation service delivery
• 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
• Coordination and collation of meetings for internal and external attendees, booking rooms, arranging refreshments, preparing material, greeting visitors etc
• Liaise with staff to receive, collate and analyse information, using systems and compiling reports as necessary
• Using appropriate skills, styles and approaches
• Participate in meetings where appropriate
• Efficient maintenance of the Deputy Director or Head of Operational Function’s diary ensuring that time management is optimised
• Manage own resources and professional development
• 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
• Develop and utilise data to identify trends and take appropriate action to maintain and enhance performance
• 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
• Supporting the Deputy Director or Head of Operational Function in meeting business requirements by supporting them to resolve conflicting demands in planning schedules
• Plan, implement and manage systems for the exchange of sensitive information, data and intelligence
• Liaising directly with internal and external colleagues and partners to deal with enquiries and to co-ordinate appointments and engagements
• Contributing towards the organisation and coordination of large scale divisional events

Job Requirements:

• Delivering at Pace
• Changing and Improving
• IT Skills: Microsoft: Word, Excel, Outlook, and PowerPoint.
• Working Together
• Making Effective Decisions

Qualification & Experience:

• Experience of providing a wide range of management support activities
• NVQ Level 2 or equivalent in a relevant subject (or appropriate practical experience)
• Experience of managing diary of a senior executive

Job Details:

Company: Ministry of Justice

Vacancy Type: Full Time

Job Location: Chelmsford, England, UK

Application Deadline: N/A

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