Diary Manager

Overview

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.

• Managing the Deputy Director or Head of Operational Function's diary, ensuring optimal time management.
• Supporting the Deputy Director or Head of Operational Function in meeting business requirements by resolving conflicting demands in planning schedules.
• Acting as the first point of contact for the Deputy Director or Head of Operational Function, 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 correspondence and complex confidential reports.
• Developing and maintaining comprehensive electronic and manual filing systems that support the operational delivery of Probation services.
• 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 coordinate appointments and engagements.
• Keeping up to date with changes in key external partnerships which relate to Probation service delivery.
• Contributing to 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.

• Use communication effectively to provide information, feedback and advice.
• Influence and persuade stakeholders.
• Participate in meetings where appropriate.
• Apply 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.

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 (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Hybrid Working will not suit everyone’s circumstances – arrangements will be discussed and agreed with the successful candidate(s) and are subject to regular review.

Standard full‑time working hours are 37 hours per week excluding unpaid breaks. The MoJ welcomes part‑time, flexible and job‑sharing working patterns when they meet the demands of the role and business needs. All applications for part‑time, flexible and job‑sharing working patterns will be considered in accordance with the MoJ Flexible Working policy.

• Experience of managing the 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…