At a Glance
- Tasks: Manage diaries, coordinate meetings, and provide administrative support to senior management.
- Company: Join a dynamic team at NPS Divisional headquarters.
- Benefits: Gain valuable experience, develop skills, and enjoy a supportive work environment.
- Other info: Opportunity for professional growth and involvement in impactful projects.
- Why this job: Be the backbone of operations and make a real difference in a vital service.
- Qualifications: Strong organisational skills and effective communication abilities required.
The predicted salary is between 36000 - 60000 £ per year.
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 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 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
10670 - Diary Manager in Peterlee employer: Ministry of Justice
As a Diary Manager at NPS Divisional headquarters, you will be part of a supportive and collaborative work culture that values your contributions to the operational success of the Probation service. The role offers excellent opportunities for professional growth, with access to training and development resources, while working in a dynamic environment that prioritises effective communication and teamwork. Enjoy the unique advantage of being at the heart of public service, where your efforts directly impact community safety and rehabilitation.
StudySmarter Expert Advice🤫
We think this is how you could land 10670 - Diary Manager in Peterlee
✨Tip Number 1
Network like a pro! Reach out to people in your field, attend events, and connect on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and role thoroughly. Understand their values and how you can contribute. Practise common interview questions and have your own ready to show your interest.
✨Tip Number 3
Follow up after interviews! A quick thank-you email can set you apart from other candidates. It shows your enthusiasm and keeps you fresh in their minds.
✨Tip Number 4
Don’t forget to apply through our website! We’ve got loads of opportunities waiting for you, and applying directly can sometimes give you an edge over others.
We think you need these skills to ace 10670 - Diary Manager in Peterlee
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your application to highlight how your skills and experiences align with the role of Diary Manager. We want to see how you can manage diaries and support senior management effectively!
Showcase Your Communication Skills:Since this role involves a lot of communication, be sure to demonstrate your ability to convey information clearly in your written application. Use examples that show how you've successfully managed correspondence or liaised with different stakeholders.
Be Detail-Oriented:Attention to detail is key for this position. In your application, highlight instances where your meticulous nature has helped you maintain organisation or manage sensitive information effectively. We love seeing candidates who can keep things running smoothly!
Apply Through Our Website:We encourage you to apply directly through our website for the best chance of success. It’s the easiest way for us to receive your application and ensures you’re considered for the role of Diary Manager!
How to prepare for a job interview at Ministry of Justice
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the responsibilities of a Diary Manager. Familiarise yourself with diary management, meeting coordination, and the importance of confidentiality. This will help you answer questions confidently and demonstrate your suitability for the role.
✨Showcase Your Communication Skills
As a Diary Manager, effective communication is key. Prepare examples of how you've successfully managed communications in previous roles. Be ready to discuss how you handle conflicting demands and ensure that you can articulate your thoughts clearly during the interview.
✨Demonstrate Your Organisational Skills
Bring along examples of how you've organised meetings or events in the past. Discuss your methods for maintaining filing systems and managing schedules. This will show the interviewer that you have the practical skills needed to excel in this administrative role.
✨Prepare for Scenario Questions
Expect scenario-based questions that assess your problem-solving abilities. Think about potential challenges a Diary Manager might face, such as scheduling conflicts or handling sensitive information, and prepare your responses. This will help you showcase your critical thinking and decision-making skills.
