Job description
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
· Supporting the Deputy Director or Head of Operational Function in meeting business requirements by supporting them to resolve conflicting demands in planning schedules
· Efficient maintenance of the Deputy Director or Head of Operational Function’s diary ensuring that time management is optimised
· 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
· 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
· 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
· 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
· Support planning and finalising of agendas for meetings, overseeing co-ordination and distribution of paperwork
· Taking minutes at senior management meetings and distributing to relevant parties
· Liaising directly with internal and external colleagues and partners to deal with enquiries and to co-ordinate appointments and engagements
· Keeping up to date with changes in key external partnerships which relate to Probation service delivery
· Contributing towards the organisation and coordination of large scale divisional events
· Coordination and collation of meetings for internal and external attendees, booking rooms, arranging refreshments, preparing material, greeting visitors etc
· 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
· Providing information, feedback and advice
· Influencing and persuading
· Participate in meetings where appropriate
· Using 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
Proud member of the Disability Confident employer scheme
Disability Confident
About Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident .