Diary Manager: London Service Centre, Norwich in Norfolk

This administrative role supports the Deputy Director or Head of Operational Function at the National Probation Service Divisional headquarters, clusters and functions. The role is responsible for diary coordination, managing correspondence, organising meetings and other engagements, and acts as the primary point of contact for the senior executive.

Responsibilities

• Manage diary and scheduling for the Deputy Director or Head of Operational Function.
• Resolve conflicting demands in planning schedules to achieve business goals.
• Act as first point of contact, using initiative to respond to queries or route them to relevant parties.
• Screen telephone calls, general correspondence and e‑mails, highlighting priority work.
• Provide full secretarial and administrative support, producing material from correspondence to confidential reports.
• Develop and maintain comprehensive electronic and manual filing systems for Probation services.
• Plan and finalise agendas for meetings, coordinate and distribute paperwork.
• Take minutes at senior management meetings and distribute them to relevant parties.
• Liaise directly with internal and external colleagues and partners to handle enquiries and coordinate appointments.
• Keep up to date with changes in key external partnerships related to Probation service delivery.
• Contribute to the organisation and coordination of large scale divisional events.
• Coordinate and collate meetings for internal and external attendees, book rooms, arrange refreshments and prepare materials.
• Handle highly sensitive issues with diplomacy and maintain strict confidentiality at all times.
• Arrange business travel and accommodation for the Deputy Director or Head of Operational Function.
• Provide information, feedback and advice; influence and persuade where appropriate; participate in meetings.
• Use appropriate skills, styles and approaches in all communications.
• Manage own resources and pursue professional development.
• Liaise with staff to receive, collate and analyse information, compiling reports as necessary.
• Use 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

Essential 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.

Hours of Work

37 hours per week.

Working Arrangements

The MoJ offers hybrid working arrangements where business need allows. This informal, non‑contractual form of flexible working blends working from a base location, other MoJ sites and/or from home. The role must be based in the UK. Hybrid working may not be suitable for all circumstances and arrangements will be discussed with the successful candidate.

EEO Statement

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission’s recruitment principles. All candidates are subject to security and identity checks prior to taking up post.