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- Tasks: Manage the diary of a senior executive and provide essential administrative support.
- Company: Join a dynamic team at NPS Divisional headquarters.
- Benefits: Gain valuable experience and develop your professional skills.
- Why this job: Be the backbone of operations, making a real difference in a supportive environment.
- Qualifications: Experience managing diaries and providing management support is essential.
- Other info: Opportunity for personal growth and to work on sensitive issues with confidentiality.
The predicted salary is between 36000 - 60000 £ 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 will have no line manager responsibilities.
Responsibilities, Activities & Duties:- Manage Deputy Director or Head of Operational Function’s Diary
- Support the Deputy Director or Head of Operational Function in meeting business requirements by resolving conflicting demands in planning schedules
- Efficient maintenance of the Deputy Director or Head of Operational Function’s diary ensuring that time management is optimised
- Act 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
- Act 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
- Provide 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
- Develop and maintain 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
- Support planning and finalising of agendas for meetings, overseeing co-ordination and distribution of paperwork
- Take minutes at senior management meetings and distribute to relevant parties
- Liaise directly with internal and external colleagues and partners to deal with enquiries and to co-ordinate appointments and engagements
- Keep up to date with changes in key external partnerships which relate to Probation service delivery
- Contribute towards the organisation and coordination of large scale divisional events
- Coordinate and collate meetings for internal and external attendees, booking rooms, arranging refreshments, preparing material, greeting visitors etc.
- Deal with highly sensitive issues, acting with diplomacy and maintaining 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
- Participate in meetings where appropriate
- Use appropriate skills, styles and approaches
- Manage own resources and professional development
- 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
The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re-examination under the Job Evaluation Scheme and shall be discussed in the first instance with the Job Holder.
An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.
Behaviours:- Working Together
- Delivering at Pace
- Making Effective Decisions
- Changing and Improving
- Experience of managing diary of a senior executive
- Experience of providing a wide range of management support activities
- 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: 37
13880 - Interventions Diary Manager in Preston employer: Ministry of Justice
Contact Detail:
Ministry of Justice Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land 13880 - Interventions Diary Manager in Preston
✨Tip Number 1
Network like a pro! Reach out to people in your field, attend events, and connect on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Practice your interview skills with a friend or in front of the mirror. Focus on articulating how your experience aligns with the role of Interventions Diary Manager. Confidence is key!
✨Tip Number 3
Research the company culture and values. Tailor your conversations to show how you fit into their environment. This will help you stand out as a candidate who truly understands the organisation.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen. Plus, we love seeing candidates who take that extra step to engage with us directly.
We think you need these skills to ace 13880 - Interventions Diary Manager in Preston
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your application to highlight how your skills and experiences align with the role of Interventions Diary Manager. We want to see how you can manage a busy diary and support senior executives effectively!
Showcase Your Communication Skills: Since this role involves a lot of communication, be sure to demonstrate your ability to convey information clearly in your written application. Use examples that show how you've successfully managed correspondence or liaised with different stakeholders.
Highlight Your Organisational Skills: This job is all about keeping things running smoothly! Share specific instances where you've organised meetings, managed schedules, or maintained filing systems. We love to see how you keep everything in order!
Apply Through Our Website: Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the role. We can’t wait to hear from you!
How to prepare for a job interview at Ministry of Justice
✨Know the Role Inside Out
Before your interview, make sure you thoroughly understand the job description. Familiarise yourself with the key responsibilities, especially around diary management and administrative support. This will help you demonstrate how your skills align with what they’re looking for.
✨Showcase Your Communication Skills
As this role involves liaising with various stakeholders, be prepared to discuss your communication style. Think of examples where you've effectively managed queries or resolved conflicts, as this will highlight your ability to act as a first point of contact.
✨Demonstrate Your Organisational Skills
Since the job requires efficient diary management and coordination of meetings, come ready with examples of how you've successfully organised schedules or events in the past. Highlight any tools or systems you’ve used to keep things running smoothly.
✨Prepare for Scenario Questions
Expect questions that assess your problem-solving abilities, especially regarding prioritising tasks and managing sensitive information. Think through scenarios where you had to make quick decisions or handle confidential matters, and be ready to share those experiences.
