Diary Manager in Birmingham

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 organisation of meetings and other engagements. The job holder will have no line manager responsibilities.

Responsibilities, Activities & Duties

• Manage Deputy Director or Head of Operational Function's Diary
• Support 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
• Act 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
• Act 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
• Provide 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
• Develop and maintain 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
• Take minutes at senior management meetings and distribute to relevant parties
• Liaise directly with internal and external colleagues and partners to deal with enquiries and to co-ordinate appointments and engagements
• Keep up to date with changes in key external partnerships which relate to Probation service delivery
• Contribute towards the organisation and coordination of large scale divisional events
• Coordinate and collate meetings for internal and external attendees, booking rooms, arranging refreshments, preparing material, greeting visitors etc.
• Deal with highly sensitive issues, acting with diplomacy and maintaining strict confidentiality at all times
• Arrange business travel and accommodation for the Deputy Director or Head of Operational Function
• Use communication effectively, providing information, feedback and advice
• Influence and persuade
• Participate in meetings where appropriate
• 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.

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and/or from home. Please be aware that this role can only be worked in the UK and not overseas. Some roles will not be suitable for Hybrid Working. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks.

Some of MoJ's terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS' Flexible Working policy.

Experience & Qualifications

Essential Experience: Experience of managing diary of a senior executive; Experience of providing a wide range of management support activities

Technical requirements: NVQ Level 2 or equivalent in a relevant subject (or appropriate practical experience)

IT Skills: Microsoft: Word, Excel, Outlook, and PowerPoint

Behaviours

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

Other Information

DBS Standard. An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.

Benefits

A range of value-added benefits including annual leave, pension, training, networks, eligibility information and family-friendly policies explained in the advert text. Paid paternity, adoption and maternity leave; free annual sight tests for employees who use computer screens. Flexibility and arrangements for Hybrid/remote working where applicable; Civil Service and MoJ diversity and inclusion initiatives.