90774 - Diary Manager - Portsmouth (South Central)
Number of jobs available: 1
Detail of reserve list: 12 Months
Region: South West
City/Town: Portsmouth
Building/Site: NPS PORTSMOUTH CITY COUNCIL PORTSMOUTH, PO1 2BQ, NPS PORTSMOUTH PROBATION OFFICE PORTSMOUTH, PO1 2BD
Grade: Other
NPS Pay Band: 3 National
Post Type: Permanent
Working Pattern: Full Time
Role Type: Administration / Corporate Support
Will the successful applicant have line manager responsibilities? No
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 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
* Supporting 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
* 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 coordination 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 coordinate 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
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 duties/responsibilities listed above describe the post as it is at present and are 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.
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
Technical requirements
NVQ Level 2 or equivalent in a relevant subject (or appropriate practical experience). IT Skills: Microsoft: Word, Excel, Outlook, and PowerPoint.
Hours of Work
37
Working Arrangements & Further Information
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).
For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office.
Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service.
Standard full-time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs.
Benefits
The MoJ offers a range of benefits:
* Annual Leave: Annual leave is 25 days on appointment and will increase to 30 days after five years’ service, plus public holidays.
* Pension: The National Probation Service is covered by the Local Government Pension Scheme (LGPS).
* Training: The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
* Networks: The opportunity to join employee-run networks for advice and support.
Eligibility
All candidates are subject to security and identity checks prior to taking up post.
Support
* A range of ‘Family Friendly’ policies.
* Paid paternity, adoption and maternity leave.
* Free annual sight tests for employees who use computer screens.
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
We recruit by merit on the basis of fair and open competition.
As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities.
Interviews are expected to be held mid-October 2024.
Please quote the job reference - 90774 - Diary Manager - Portsmouth (South Central).
Should you require any additional information about the role, please contact Nikki Rushton, Nikki.Rushton@justice.gov.uk.
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