14565 - Diary Manager in City of Westminster

The Diary Manager to the Strategy, Development and Change Director is a critical role within the Directorate. Reporting to the Director's Business Manager, you will be expected to work effectively with senior colleagues within HMCTS, the Ministry of Justice and wider Government. Joining a dynamic team, this role provides an excellent opportunity to work at the heart of HMCTS HQ and Operations in a vibrant environment, learning how HMCTS operates on a national level. Working closely with the Director's Office, Deputy Directors and other Directorates, the role will be fast paced, challenging, and rewarding. The successful candidate will need to be organised, assertive and confident with the ability to prioritise a busy workload and work at pace. As a representative of the Strategy, Analysis and Planning Director and wider Directorate, excellent communications skills, and the ability to remain calm and reliable under pressure are also essential.

Responsibilities

• To have overall responsibility for the management of the Director's diary and to enable the smooth running of the Director's day-to-day activities.
• To ensure that the diary is updated immediately as meetings are arranged, changed, or cancelled, ensuring that all details are accurate; to keep the Director and all interested parties advised of any changes in a timely fashion.
• Use own judgement to manage conflicting diary engagements and find ways of resolving them; to process all meeting invitations, planning ahead to ensure effective use of the Director's time in line with their priorities.
• To arrange and co-ordinate all necessary details of the Director's visits, including all travel and hotel bookings, and to ensure that the Director is fully briefed.
• Set up systems to track and monitor action points from meetings, ensuring these are followed up and resolved using appropriate means of escalation.
• Attend meetings to take minutes/notes as required by the Director.
• Ability to produce clear and concise drafts at pace, with support of Business Manager.
• Supporting inbox management alongside the Business Manager, including arranging all internal/external meetings, booking rooms and equipment, issuing calendar invites, preparing agendas and papers.
• Foster effective working relationships with a wide range of colleagues and stakeholders within and outside of HMCTS, including the CEO's office, other Directors' offices, Ministers' Private Offices, and Judicial Office, demonstrating good team working and communication skills.
• Corporate responsibilities to support the Directorate, such as purchase orders, leave charts and IT and induction support for new starters, including security checks/passes.
• Effectively engage with the relevant people to obtain the most accurate information and get advice when unsure of how to proceed.
• Support with requests from the Senior Management Team on an ad-hoc basis.

Other duties

You will be required to work in a flexible way and undertake any other duties reasonably requested by line management which are commensurate with the grade and level of responsibility of this post.

Qualifications / Skills

• Skilled in the Microsoft Office suite (specifically Excel, Word, Outlook, and PowerPoint).
• Experience of diary management and arranging meetings/preparing papers.
• A strong communicator, able to communicate messages clearly to a range of audiences at all levels - both verbally and in writing.
• Strong organisational skills and ability to prioritise work.
• The ability to build productive working relationships quickly and to engender confidence with colleagues and stakeholders.
• Experience of managing conflicting priorities in a fast paced, constantly changing work environment to achieve successful outcomes.
• Strong stakeholder management skills, with ability to work confidently with senior officials.

Desirable Skills

• Experience of working in government and/or the wider public sector.
• Experience of taking minutes and/or drafting meeting documents.
• Previous experience of managing a diary for a senior official.

About HM Courts & Tribunals Service

HM Courts & Tribunals Service (HMCTS) is responsible for the administration of criminal, civil and family courts and tribunals in England and Wales. Our roles support our service users and colleagues, where people and businesses access potentially life-changing justice. We're looking for individuals who are committed to public service and want to make a difference in people's lives in delivering justice. If you're interested in developing a career with a real purpose, please apply.