90359 - Part Time Diary Manager to Head of Community Integration Team (South Central)
Number of jobs available: 1
Detail of reserve list: 12 Months
Region: South East, South West
City/Town: Aldershot, Aylesbury, Basingstoke, Bicester, Bracknell, Fareham, Havant, High Wycombe, Lymington, Milton Keynes, Newport (Isle of Wight), Oxford, Portsmouth, Reading, Slough, Southampton
Building/Site: Various locations including Milton Keynes Magistrates, NMS Abbey Gardens, Reading, and others.
Grade: Other
NPS Pay Band: 3 National
Post Type: Permanent
Working Pattern: Part Time
Role Type: Administration / Corporate Support
Will the successful applicant have line manager responsibilities? No
0.5 FTE working pattern in agreement with Head of Community Integration.
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 key tasks such as diary coordination, compilation of correspondence and documents, and the organization 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:
1. 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.
* Efficiently maintain the Deputy Director or Head of Operational Function's diary, ensuring optimized time management.
* Act as the first point of contact for the Deputy Director or Head of Operational Function, using initiative to respond to and/or direct queries to relevant parties.
* Screen telephone calls, general correspondence, and e-mails, highlighting priority work and responding to queries.
* Provide a full range of secretarial and administrative support, producing a range of materials from correspondence to complex confidential reports.
* Develop and maintain comprehensive electronic and manual filing systems.
* Support planning and finalizing agendas for meetings, overseeing coordination 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 coordinate appointments and engagements.
* Keep up to date with changes in key external partnerships relating to Probation service delivery.
* Contribute towards the organization and coordination of large-scale divisional events.
* Coordinate and collate meetings for internal and external attendees, booking rooms, arranging refreshments, preparing materials, and greeting visitors.
* Deal with highly sensitive issues, acting with diplomacy and maintaining strict confidentiality.
* Arrange business travel and accommodation for the Deputy Director or Head of Operational Function.
Minimum Qualifications
NVQ Level 2 or equivalent in a relevant subject (or appropriate practical experience).
IT Skills: Microsoft: Word, Excel, Outlook, and PowerPoint.
Additional Information
The MoJ offers Hybrid Working arrangements where business need allows.
Benefits
The MoJ offers a range of benefits including annual leave, pension options, training opportunities, and employee networks.
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
Interviews are expected to be held mid-October 2024.
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