Diary Manager - London(Ref: 4930)

This position is based at Reginal London Probation Service Site.

Job Summary

Please refer to the job description.

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 resolving 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.
• 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.
• Support planning and finalising of agendas for meetings, overseeing coordination 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 coordinate 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 alterations and additional tasks of a similar level that may be necessary.

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

Please Refer To The Job Description

Behaviours

We\’ll assess you against these behaviours during the selection process:

• Working Together
• Delivering at Pace
• Making Effective Decisions
• Changing and Improving

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:

Selection process details

This vacancy is using Success Profiles, and will assess your Behaviours, Strengths and Experience.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard checks.

Nationality requirements

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)
• 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.

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.

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.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found.

This vacancy is part of the Great Place to Work for Veterans initiative.

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job Contact:

• Name: SSCL Recruitment Enquiries Team
• Email:
• Telephone: 0345 241 5358

Recruitment team

• Email:

Further information

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. If you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL in the first instance.

For further information on bringing a complaint to the Civil Service Commission please visit their web pages.

Link:

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