89648 - Diary Manager to Head of Operations - Temporary
Number of jobs available: 1
Detail of reserve list: 12 Months
Region: South East, South West
City/Town: Aldershot, Basingstoke, Fareham, Havant, Newport (Isle of Wight), Portsmouth, Southampton
Building/Site: Various NPS offices
Grade: Other
NPS Pay Band: 3 National
Post Type: Fixed Term, Loan
Duration of appointment: Up to 12 months
Working Pattern: Full Time, Part Time, Part Time/Job Share, Flexible Working
Role Type: Administration / Corporate Support
Will the successful applicant have line manager responsibilities? No
The Diary Manager will support the Head of Operations in a temporary role for 12 months, with the potential for this to be extended.
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 organization of meetings and other engagements.
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
* 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 optimized
* Acting as the first point of contact for the Deputy Director or Head of Operational Function
* Providing a full range of secretarial and administrative support to the Deputy Director or Head of Operational Function
* Developing and maintaining comprehensive filing systems
* Support planning and finalizing of agendas for meetings
* Taking minutes at senior management meetings
* Liaising with internal and external colleagues
* Keeping up to date with changes in key external partnerships
* Contributing towards the organization of large scale divisional events
* Dealing with highly sensitive issues
* Arranging business travel and accommodation
Use information to take critical decisions
* Liaise with staff to receive, collate and analyze information
* Develop and utilize data to identify trends
* Plan, implement and manage systems for the exchange of sensitive information
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.
Benefits
The MoJ offers a range of benefits including annual leave, pension, training, and employee networks.
Eligibility
All candidates are subject to security and identity checks prior to taking up post.
Support
* A range of ‘Family Friendly’ policies
* Access to flexible benefits
* Paid paternity, adoption and maternity leave
Working for the Civil Service
The Civil Service Code sets out the standards of behaviour expected of civil servants.
This job is broadly open to nationals of the Republic of Ireland, Commonwealth countries, and EU nationals with settled status.
Application Process
Interviews expected to be held mid-September 2024.
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