Ministry of Justice • London, UK
About this role
This is a pan-London campaign; successful applicants will be assigned a base location based on business need.
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
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 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 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
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
Behaviours
Working Together
Delivering at Pace
Making Effective Decisions
Changing and Improving
Essential Experience
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 (Unsocial Hours) Allowances
37