At a Glance
- Tasks: Support senior management with diary coordination, meeting organisation, and administrative tasks.
- Company: Join the National Probation Service, making a difference in community safety.
- Benefits: Enjoy a secure pension scheme and opportunities for professional growth.
- Other info: Dynamic role with a focus on teamwork and effective decision-making.
- Why this job: Be at the heart of operations, influencing positive change in the probation system.
- Qualifications: Experience in managing diaries and providing administrative support is essential.
The predicted salary is between 25147 - 27596 £ per year.
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 has 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 for the Deputy Director or Head of Operational Function, using initiative and directing queries to the relevant parties.
- Acting as a screening point for 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, up‑to‑date electronic and manual filing systems to support the operational delivery of Probation services and enable effective storage and retrieval of key data.
- Supporting the planning and finalisation of agendas for meetings, and overseeing the 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 deal with enquiries and to coordinate appointments and engagements.
- Keeping up to date with changes in key external partnerships that relate to Probation service delivery.
- Contributing towards the organisation and coordination of large‑scale divisional events.
- Coordinating and collating meetings for internal and external attendees, booking rooms, arranging refreshments, preparing material, and greeting visitors.
- 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.
- Providing information, feedback and advice.
- Influencing and persuading.
- Participating in meetings where appropriate.
- Using appropriate skills, styles and approaches.
- 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.
Behaviours
- Working Together
- Delivering at Pace
- Making Effective Decisions
- Changing and Improving
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.
Benefits
National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF).
Language requirements
An ability to fulfil all spoken aspects of the role with confidence through the medium of English or, where specified in Wales, Welsh.
Diary Manager - Reducing Reoffending Team in Colwyn Bay employer: Ministry of Justice
The National Probation Service is an exceptional employer, offering a supportive work culture that prioritises employee development and well-being. As a Diary Manager within the Reducing Reoffending Team, you will benefit from a structured environment that values collaboration and effective communication, while also enjoying the security of the Local Government Pension Scheme. This role not only provides meaningful engagement in public service but also presents opportunities for professional growth in a dynamic and impactful sector.
StudySmarter Expert Advice🤫
We think this is how you could land Diary Manager - Reducing Reoffending Team in Colwyn Bay
✨Dive into Local Government Events
Get yourself to local government events and public sector job fairs. These are great for meeting recruiters and understanding what different organisations, like Ministry of Justice, are looking for. Plus, it shows your genuine interest in the sector!
✨Join Relevant Networks
Look for communities focused on public sector careers. Whether it’s local networking groups or online forums, connecting with professionals in the field can provide insider knowledge and opportunities that you won’t find on typical job boards.
✨Utilise Your University’s Resources
If you’re freshly graduated or still studying, make the most of your university's careers service. They often have exclusive partnerships with companies like Ministry of Justice and can help you get your foot in the door for these full-time public sector roles.
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Keep your finger on the pulse regarding new government projects and policies. Understanding current initiatives can give you a leg up in interviews, showing that you are informed and genuinely interested in making a difference in the public sector.
We think you need these skills to ace Diary Manager - Reducing Reoffending Team in Colwyn Bay
Some tips for your application 🫡
Highlight Relevant Experience:In the public sector, having experience in community engagement, policy analysis, or project management stands out. Make sure to showcase any previous roles or volunteer work that reflects your understanding of public service values and how they've shaped your career path.
Showcase Your Knowledge of the Sector:When you’re applying for a government role, it’s crucial to demonstrate your understanding of the current political landscape and public policies. Consider including articles you've written or relevant projects that underline your capability to engage with these concepts effectively.
Tailor Your CV to Reflect Core Competencies:Government positions often require a clear demonstration of competencies such as communication, teamwork, and problem-solving. Try to structure your CV to highlight these skills, using specific examples of how you’ve applied them in past experiences, ideally with quantifiable outcomes where possible.
Craft a Compelling Cover Letter:Your cover letter is your chance to tell your story and convey your passion for public service. Discuss why you want to work for Ministry of Justice and how your values align with their mission. Be genuine and let your enthusiasm shine through—this can really set you apart from other candidates.
How to prepare for a job interview at Ministry of Justice
✨Get to Know Public Sector Values
Before your interview with Ministry of Justice, dig deep into their mission and values, especially how they align with public service and community impact. Understand the key policies or initiatives they are involved in – you’ll want to show that you genuinely care about serving the community.
✨Brush Up on Regulatory Knowledge
Brush up on the regulations, laws, and compliance standards relevant to the role you’re applying for. Since this is the government and public sector, they might throw technical questions related to policy frameworks or project management best practices that you'll need to navigate day-to-day.
✨Highlight Teamwork and Collaboration
The government sector thrives on collaboration. Be ready to discuss how you've successfully worked in diverse teams or involved stakeholders in your projects. Show us how you bring people together to get a common goal achieved – that's what public service is all about!
✨Prepare Real-Life Examples
Craft a few STAR (Situation, Task, Action, Result) stories that demonstrate your experience in similar roles. Whether it’s a project that made a difference in the community or a challenging situation you managed, be ready to express how your skills and experiences make you a valuable asset for Ministry of Justice.
