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- Tasks: Support the Deputy Director with diary management, correspondence, and meeting organisation.
- Company: Join the National Probation Service, making a difference in your community.
- Benefits: Competitive salary, professional development, and a supportive work environment.
- Other info: Opportunity for growth in a dynamic and collaborative setting.
- Why this job: Be at the heart of decision-making and contribute to impactful probation services.
- Qualifications: Strong organisational skills and effective communication abilities required.
The predicted salary is between 30000 - 40000 £ per year.
This is an administrative role in NPS Divisional headquarters, clusters and functions. The role reports to the NPS Deputy Director or Head of Operational Function as appropriate.
The role provides secretarial and administrative support to the Deputy Director or Head of Operational Function. It involves diary coordination, compilation of correspondence and documents, and organization of meetings and engagements. The holder will have no line-manager responsibilities.
Responsibilities, Activities & Duties:- Supporting the Deputy Director or Head of Operational Function in meeting business requirements by resolving conflicting demands in planning schedules.
- Efficiently maintaining the Deputy Director or Head of Operational Function’s diary to optimise time management.
- Acting as the first point of contact, using initiative and responding to or directing queries to relevant parties.
- Screening the Deputy Director or Head of Operational Function’s telephone calls, general correspondence and e‑mails, highlighting priority work and responding to queries with an understanding of probation service delivery and the partnership map.
- Providing a full range of secretarial and administrative support and assistance, producing material from correspondence to complex confidential reports.
- Developing and maintaining comprehensive and up-to-date electronic and manual filing systems that support operational delivery of probation services and enable effective storage and retrieval of key data.
- Supporting planning and finalising of agendas for meetings, overseeing coordination and distribution of paperwork.
- Taking minutes at senior management meetings and distributing them to relevant parties.
- Liaising directly with internal and external colleagues and partners to handle enquiries and coordinate appointments and engagements.
- Keeping up to date with changes in key external partnerships related to probation service delivery.
- Contributing towards the organization and coordination of large-scale divisional events.
- Coordinating and collating 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.
- Providing information, feedback and advice.
- Influencing and persuading.
- Participating in meetings where appropriate.
- Using appropriate skills, styles and approaches.
- Managing own resources and professional development.
- Liaising with staff to receive, collate and analyse information, using systems and compiling reports as necessary.
- Developing and utilizing data to identify trends and take appropriate action to maintain and enhance performance.
- Planning, implementing and managing systems for the exchange of sensitive information, data and intelligence.
The responsibilities listed above describe the post as it is at present and are 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 will 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.
17212 - Diary Manager to the Regional Probation Director – Kent, Surrey & Sussex employer: Ministry of Justice
Contact Detail:
Ministry of Justice Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land 17212 - Diary Manager to the Regional Probation Director – Kent, Surrey & Sussex
✨Tip Number 1
Network like a pro! Reach out to people in your field, especially those connected to the probation service. A friendly chat can lead to insider info about job openings or even a referral.
✨Tip Number 2
Prepare for interviews by practising common questions and scenarios related to diary management and administrative support. We recommend role-playing with a friend to boost your confidence and refine your answers.
✨Tip Number 3
Showcase your organisational skills! Bring examples of how you've effectively managed schedules or handled sensitive information in past roles. This will demonstrate your fit for the Diary Manager position.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who are proactive about their job search.
We think you need these skills to ace 17212 - Diary Manager to the Regional Probation Director – Kent, Surrey & Sussex
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter to highlight your relevant experience for the Diary Manager role. Use keywords from the job description to show that you understand what we're looking for.
Showcase Your Skills: Emphasise your organisational skills and ability to manage conflicting demands. We want to see how you've successfully handled similar responsibilities in the past, so share specific examples!
Be Professional Yet Approachable: Since you'll be the first point of contact, it's important to convey professionalism while also being friendly. Let your personality shine through in your application, but keep it appropriate for the role.
Apply Through Our Website: We encourage you to submit your application directly through our website. This ensures that your application gets to the right people quickly and efficiently, making it easier for us to review your credentials.
How to prepare for a job interview at Ministry of Justice
✨Know Your Diary Management
Familiarise yourself with diary management tools and techniques. Be ready to discuss how you would handle conflicting appointments and prioritise tasks effectively, as this is crucial for the role.
✨Demonstrate Communication Skills
Prepare examples of how you've successfully communicated with various stakeholders in previous roles. Highlight your ability to influence and persuade, as well as how you handle sensitive information with discretion.
✨Showcase Your Organisational Skills
Be prepared to talk about your experience in organising meetings and events. Discuss how you manage logistics, from booking venues to preparing materials, and ensure you can convey your attention to detail.
✨Understand the Probation Service Context
Research the probation service and its key partnerships. Being knowledgeable about the context in which the Deputy Director operates will show your commitment and help you answer questions more effectively.