Job summary
Please refer to Job Description
Job description
Overview of the job�������
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
Summary������������
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 organisations of meetings and other engagements.
The job holder will have no line manager responsibilities
Responsibilities, Activities & Duties���������
The job holder will be required to carry out the following responsibilities, activities and duties:
Manage Deputy Director or Head of Operational Function's Diary
1. Supporting the Deputy Director or Head of Operational Function in meeting business requirements by supporting them to resolve conflicting demands in planning schedules
2. Efficient maintenance of the Deputy Director or Head of Operational Function's diary ensuring that time management is optimised
3. 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
4. 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
5. 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
6. 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
7. Support planning and finalising of agendas for meetings, overseeing co- ordination and distribution of paperwork
8. Taking minutes at senior management meetings and distributing to relevant parties
9. Liaising directly with internal and external colleagues and partners to deal with enquiries and to co-ordinate appointments and engagements
10. Keeping up to date with changes in key external partnerships which relate to Probation service delivery
11. Contributing towards the organisation and coordination of large scale divisional events
12. Coordination and collation of meetings for internal and external attendees, booking rooms, arranging refreshments, preparing material, greeting visitors etc
13. Dealing with highly sensitive issues, acting with diplomacy and maintaining strict confidentiality at all times
14. Arranging business travel and accommodation for the Deputy Director or Head of Operational Function.
Use communication effectively
15. Providing information, feedback and advice
16. Influencing and persuading
17. Participate in meetings where appropriate
18. Using appropriate skills, styles and approaches
Enhance your own performance
19. Manage own resources and professional development
Use information to take critical decisions
20. Liaise with staff to receive, collate and analyse information, using systems and compiling reports as necessary
21. Develop and utilise data to identify trends and take appropriate action to maintain and enhance performance
22. 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 alternations 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
Person specification
Please refer to Job Description
Behaviours
We'll assess you against these behaviours during the selection process:
23. Changing and Improving
24. Delivering at Pace
25. Making Effective Decisions
26. Managing a Quality Service
27. Working Together
Benefits
28. Access to learning and development
29. A working environment that supports a range of flexible working options to enhance your work life balance
30. A working culture which encourages inclusion and diversity
31. A with an employer contribution of
32. Annual Leave
33. Public Holidays
34. Season Ticket Advance
For more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.
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