Diary Manager

Overview

The job holder will be required to carry out the following responsibilities, activities and duties:

Responsibilities

• Managing the Deputy Director or Head of Operational Function\’s diary and supporting them to resolve conflicting demands in planning schedules
• Efficient maintenance of the Deputy Director or Head of Operational Function\’s diary ensuring time management is optimised
• Acting 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
• Acting 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
• Providing 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
• Developing and maintaining 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
• Supporting planning and finalising of agendas for meetings, overseeing co-ordination and distribution of paperwork
• Taking minutes at senior management meetings and distributing to relevant parties
• Liaising directly with internal and external colleagues and partners to deal with enquiries and to co-ordinate appointments and engagements
• Keeping up to date with changes in key external partnerships which relate to Probation service delivery
• Contributing towards the organisation and coordination of large scale divisional events
• Coordination and collation of 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
• Using communication effectively
• Providing information, feedback and advice
• Influencing and persuading
• Participate in meetings where appropriate
• Using appropriate skills, styles and approaches
• Plan, implement and manage systems for the exchange of sensitive information, data and intelligence
• 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
• Manage own resources and professional development

Qualifications and requirements

• DBS Standard level security checks
• Ability to fulfil all spoken aspects of the role with confidence through the medium of English or Welsh (where specified)
• Occasional travel across the NW Region may be required

Working arrangements

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. Some roles will not be suitable for Hybrid Working and arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review. The role will be based in a MoJ office location, which may include the nearest Justice Collaboration Centre or Justice Satellite Office. Pre-employment checks will determine the final arrangement.

Other information

Standard full-time working hours are 37 hours per week excluding unpaid breaks. MoJ terms and conditions are undergoing Civil Service reform; details will be provided to offers. MoJ supports part-time, flexible and job-sharing patterns and will consider these where they meet business needs.

Security and identity checks are required prior to starting. Evidence submitted as part of the application must be truthful. Plagiarism warnings apply. The following benefits are available: annual leave, pension (LGPS), training, networks for employee groups, and eligibility considerations for childcare support schemes and flexible working where applicable. The Civil Service Code applies, including merit-based recruitment and standards of behaviour. If you feel recruitment processes breach principles, you may raise a formal complaint through the listed channels.

Additional information for candidates with disabilities is provided, including reasonable adjustments during recruitment.

Redeployment interviews and veterans’ initiatives are available where applicable.