Diary Manager - Legal Aid Agency in Cambridge

We are an executive agency of the Ministry of Justice (MoJ). We are responsible for operationally administering the legal aid fund to provide criminal and civil legal aid advice to people in England and Wales. Our people are at the heart of achieving excellence. Employing around 1,200 colleagues across England and Wales, we feel proud to have some of the best People Survey results in the Civil Service.

Case Management

The Diary Manager role provides efficient diary management, coordinating schedules and meetings to the Head of Case Management and the Senior Management Team. The role is based in our Case Management Directorate which is the largest department in the Legal Aid Agency. The Case Management team is central to the Agency, it is responsible for handling legal aid applications, processing case payments and dealing with correspondence and enquiries received in both Civil and Criminal Legal aid matters. Our dedicated staff ensure that 600,000 new clients access justice each year, while ensuring that legal aid lawyers are paid fairly. We listen and engage with all staff in case management, ensuring we always value the 'caseworker voice' and that this is represented when delivering change. We support all staff in our work, recognising success and promoting a positive and healthy work-life balance. We have a culture where new ideas are encouraged and appreciated.

Finance, Performance and Governance The Finance, Performance and Governance Team in Case Management leads on the delivery of actions relating to Finance matters, Performance Monitoring and Governance against policies and procedures for the directorate.

• Provide proactive diary and correspondence management for the Head of Case Management, effectively prioritising competing demands and resolving scheduling conflicts using sound judgement and initiative.
• Ensure the Head of Case Management is fully briefed and provided with all relevant information and documentation in advance of meetings and engagements.
• Support the Senior Management Team with diary management and organising meetings and events, including booking appointments, arranging venues, travel and accommodation.
• Prepare agendas, attend meetings as required, and produce accurate minutes and records of discussions and decisions.
• Monitor and track actions arising from meetings including Senior Management meetings and Operational Leadership meetings, ensuring deadlines are met and escalating issues appropriately where required.
• Develop and maintain effective working relationships with a wide range of internal and external stakeholders, including senior leaders and partner organisations.
• Provide administrative and secretarial support to other senior managers within the Case Management Directorate as required.
• Act as Appeals administrator for the Criminal Cases Unit, liaising with Bar counsel and other external stakeholders to schedule appeal meetings. Acting as the point of contact for enquiries from internal and external stakeholders.
• Work collaboratively with the Head of Finance, Performance and Governance to coordinate activity across the Senior Management Team.
• Manage travel bookings for the Senior Management Team and wider Case Management Directorate, ensuring compliance with organisational policies and service level agreements.
• Prioritise and manage routine administrative activities, including handling correspondence and responding to enquiries from internal and external stakeholders.
• Identify opportunities for improvements to practices, contribute to change initiatives and support the implementation of new ways of working.
• Work collaboratively with other Diary Managers to share best practice, improve consistency and ensure resilience across the service.
• Provide flexible diary management and administrative cover to the Chief Executive's Office during periods of peak demand, annual leave and other staff absences to ensure continuity of service.
• Attend LAA offices for face to face meetings, Senior Management support and training as required. The Civil Service is committed to attract, retain, and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.

As a Disability Confident organisation, we will offer a guaranteed interview to candidates with a disability who meet the essential criteria for this role.

Under the Equality Act 2010 a disability is defined as a physical or mental impairment which has a substantial and long-term adverse effect on your ability to carry out normal day-to-day activities which has lasted, or is expected to last, at least 12 months.

If you are responding to a role within the Legal Aid Agency and would like to be considered under the guaranteed interview, please indicate this in your application and let us know of any reasonable adjustments you may require during the sift or later selection processes.

The LAA's goal is to build an organisation that is open and inclusive and truly values and celebrates the diversity of its workforce. One that reflects and understands the needs of the diverse society we serve. This is regardless of social background, gender, age, ethnicity, sexual orientation, beliefs, disabilities or long-term illness or caring responsibilities.

Reasonable Adjustments We are committed to ensuring our recruitment process is inclusive and accessible to all. If you have a disability or longterm condition (for example dyslexia, anxiety, autism, a mobility condition or hearing loss) and need us to make any reasonable adjustments to support you through the recruitment process, please let us know by adding the information to the applications system or emailing LAARecruitment@justice.gov.uk after you have applied so that we can discuss options with you.

Complaints procedure If you have any complaints about this recruitment activity, please share your concerns by emailing LAARecruitment@justice.gov.uk initially. We aim to respond to any complaint within 10 working days. If you are dissatisfied with our response, we will forward your complaint to the Civil Service Commission, an independent body, for review.

Additional Information 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). All employees will be expected to spend a minimum of 60 % of their working time in an office, subject to local estate capacity. 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. For nationally advertised role: all successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale. This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) - See Map. All employees will be expected to spend a minimum of 60 % of their working time in an office, subject to local estate capacity). For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within

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