17212 - Diary Manager to the Regional Probation Director – Kent, Surrey & Sussex in Brighton

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.

Use communication effectively

• Providing information, feedback and advice.
• Influencing and persuading.
• Participating in meetings where appropriate.
• Using appropriate skills, styles and approaches.

Enhance your own performance

• Managing own resources and professional development.

Use information to take critical decisions

• 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.