At a Glance
- Tasks: Support senior leaders by managing diaries, organising meetings, and handling correspondence.
- Company: Join a dynamic team within the Probation service, making a real difference.
- Benefits: Enjoy 25 days annual leave, pension scheme, and flexible working options.
- Other info: Opportunities for training, development, and involvement in employee networks.
- Why this job: Be the go-to person for leadership support and enhance your organisational skills.
- Qualifications: Experience managing executive diaries and strong IT skills required.
The predicted salary is between 30000 - 40000 € per year.
The role is to provide secretarial and administrative support to the Deputy Director or Head of Operational Function. The job holder will be the primary point of contact and assist in managing the day‑to‑day running of the division, function or cluster through diary coordination, compilation of correspondence and documents and the organisation of meetings and other engagements. The job holder has no line manager responsibilities.
Responsibilities
- 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 ensuring time management is optimised.
- Acting as the first point of contact, using initiative and responding to or 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 using an understanding of Probation service delivery and the partnership map.
- Providing a full range of secretarial and administrative support and assistance, 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 operational delivery of Probation services.
- Supporting planning and finalising agendas for meetings, overseeing coordination 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‑coordinate appointments and engagements.
- Keeping up to date with changes in key external partnerships relating 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, 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, participating in meetings where appropriate.
- Using appropriate skills, styles and approaches, enhancing own performance.
- Managing own resources and professional development.
- Using information to take critical decisions.
- Liaising with staff to receive, collate and analyse information, using systems and compiling reports as necessary.
- Developing and utilising data to identify trends and taking appropriate action to maintain and enhance performance.
- Planning, implementing and managing systems for the exchange of sensitive information, data and intelligence.
Essential Experience
- Experience of managing the 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.
Hours of Work
Unsocial Hours Allowances.
Benefits
- Annual leave: 25 days on appointment, increasing to 30 days after five years’ service, plus public holidays.
- Local Government Pension Scheme (LGPS) through the Greater Manchester Pension Fund (GMPF).
- Extensive training and development opportunities.
- Employee‑run networks providing advice and support to minority groups, disabled staff, women, carers and LGBTQ+ staff.
- Family‑friendly policies, including reduced hours or job share.
- Flexible benefits such as voluntary benefits, retail vouchers and discounts.
- Paid paternity, adoption and maternity leave.
- Free annual sight tests for employees who use computer screens.
All candidates are subject to security and identity checks prior to taking up post.
Diary Manager in Norfolk employer: Ministry of Justice
As a Diary Manager within our organisation, you will thrive in a supportive and inclusive work culture that prioritises employee well-being and professional growth. With generous annual leave, a robust pension scheme, and extensive training opportunities, we empower our staff to excel while maintaining a healthy work-life balance. Our commitment to diversity and family-friendly policies ensures that every employee feels valued and has the resources they need to succeed in their role.
StudySmarter Expert Advice🤫
We think this is how you could land Diary Manager in Norfolk
✨Tip Number 1
Network like a pro! Reach out to people in your field, especially those who work in roles similar to the Diary Manager position. A friendly chat can lead to insider info about job openings or even a referral.
✨Tip Number 2
Prepare for interviews by practising common questions related to diary management and administrative support. We recommend role-playing with a friend to boost your confidence and refine your answers.
✨Tip Number 3
Showcase your organisational skills during interviews. Bring examples of how you've successfully managed schedules or coordinated events in the past. This will demonstrate your ability to handle the demands of the role.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who are proactive about their job search.
We think you need these skills to ace Diary Manager in Norfolk
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your CV and cover letter to highlight your experience in managing diaries and providing administrative support. We want to see how your skills align with the role of Diary Manager, so don’t hold back!
Showcase Your Communication Skills:Since you'll be the first point of contact, it's crucial to demonstrate your communication prowess. Use clear and concise language in your application, and maybe even share examples of how you've effectively handled queries or correspondence in the past.
Highlight Your Organisational Skills:This role is all about keeping things running smoothly. Be sure to mention any experience you have with diary management, meeting coordination, or event planning. We love seeing how you can juggle multiple tasks while keeping everything organised!
Apply Through Our Website:We encourage you to submit your application through our website. It’s the best way for us to receive your details directly, and it shows you're keen on joining the StudySmarter team. Plus, it’s super easy!
How to prepare for a job interview at Ministry of Justice
✨Know Your Diary Management Inside Out
Make sure you understand the ins and outs of diary management. Be ready to discuss your experience in managing a senior executive's diary, including how you handle conflicting demands and optimise time management. Bring examples of how you've successfully coordinated schedules in the past.
✨Showcase Your Communication Skills
As the first point of contact, communication is key. Prepare to demonstrate your ability to respond to queries effectively and direct them appropriately. Think of specific instances where your communication skills made a difference, especially in high-pressure situations.
✨Be Ready for Confidentiality Questions
Given the sensitive nature of the role, be prepared to discuss how you handle confidential information. Share examples of how you've maintained discretion in previous roles and why it's important in a secretarial position.
✨Demonstrate Your Organisational Skills
The job requires excellent organisational abilities, so come armed with examples of how you've developed and maintained filing systems or coordinated large-scale events. Highlight any tools or methods you use to stay organised and efficient.
