At a Glance
- Tasks: Manage the diary of a Deputy Director, ensuring efficient scheduling and communication.
- Company: Join the Ministry of Justice in a vital administrative role.
- Benefits: Enjoy competitive salary, generous leave, and a supportive work environment.
- Other info: Flexible working options available, with opportunities for professional development.
- Why this job: Be at the heart of decision-making and make a real difference in public service.
- Qualifications: Must have strong organisational skills and experience with Microsoft Office.
The predicted salary is between 35100 - 42900 £ per year.
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
- 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 co-ordination 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
- 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.
Additional Information: Please be aware that this role is scheduled to commence in February 2027, in line with the implementation of the new PDU Sifting on a lead behaviour - Should a large number of applications be received, an initial sift may be undertaken using the lead behaviour (Making Effective Decisions). Candidates who pass the initial sift will progress to full sift, or progress straight to interview.
Working Arrangements & Further Information: 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. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.
Benefits: The MoJ offers a range of benefits including annual leave, pension, training, and employee-run networks.
Eligibility: All candidates are subject to security and identity checks prior to taking up post.
Contact Information: If you have any queries about this role, please contact Caroline.kenyon@justice.gov.uk
22435 - Diary Manager - Permanent - Full Time - PDU Bristol and South Gloucestershire (10206720) - Start date February 2027 employer: Ministry of Justice
The Ministry of Justice is an exceptional employer, dedicated to transforming lives through education and vocational training. With a strong emphasis on supportive relationships and personal development, employees benefit from a collaborative work culture that prioritises safety and security while offering opportunities for professional growth and meaningful impact in the community. Working in this role not only allows you to make a difference but also provides a unique chance to contribute to the rehabilitation and resettlement of individuals in a dynamic environment.
