Diary Manager to Head of Corporate Services - Kent, Surrey and Sussex Corporate Services Hub (Ref: 91029)
HM Prison & Probation Service
Apply before 11:55 pm on Monday 14th October 2024
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About the job
Job summary
Job description
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
Person specification
Behaviours
We'll assess you against these behaviours during the selection process:
- Delivering at Pace
- Making Effective Decisions
- Working Together
- Changing and Improving
Technical skills
We'll assess you against these technical skills during the selection process:
- IT Skills using Microsoft packages
Benefits
- Access to learning and development
- A working environment that supports a range of flexible working options to enhance your work life balance
- A working culture which encourages inclusion and diversity
- A Civil Service pension with an employer contribution of 28.97%
- Annual Leave
- Public Holidays
- Season Ticket Advance
For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.
Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJ
Things you need to know
Selection process details
Feedback will only be provided if you attend an interview or assessment.
Security
Nationality requirements
Working for the Civil Service
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
Diversity and Inclusion
Apply and further information
Contact point for applicants
Job contact :
- Name : SSCL Recruitment Enquiries Team
- Email : Moj-recruitment-vetting-enquiries@gov.sscl.com
- Telephone : 0845 241 5358
Recruitment team
- Email : Moj-recruitment-vetting-enquiries@gov.sscl.com