Diary Manager (Ref: 10874)

This position is based at NPS 33 WESTGATE STREET CARDIFF, CF10 1JEJob SummaryPlease refer to Job DescriptionJob DescriptionOverview 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 appropriateSummary: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 responsibilitiesResponsibilities, 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 DiarySupporting the Deputy Director or Head of Operational Function in meeting business requirements by supporting them to resolve conflicting demands in planning schedulesEfficient maintenance of the Deputy Director or Head of Operational Function’s diary ensuring that time management is optimisedActing 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 partiesActing 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 mapProviding 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 reportsDeveloping 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 dataSupport planning and finalising of agendas for meetings, overseeing co-ordination and distribution of paperworkTaking minutes at senior management meetings and distributing to relevant partiesLiaising directly with internal and external colleagues and partners to deal with enquiries and to co-ordinate appointments and engagementsKeeping up to date with changes in key external partnerships which relate to Probation service deliveryContributing towards the organisation and coordination of large scale divisional eventsCoordination and collation of meetings for internal and external attendees, booking rooms, arranging refreshments, preparing material, greeting visitors etcDealing with highly sensitive issues, acting with diplomacy and maintaining strict confidentiality at all timesArranging business travel and accommodation for the Deputy Director or Head of Operational Function.Use communication effectivelyProviding information, feedback and adviceInfluencing and persuadingParticipate in meetings where appropriateUsing appropriate skills, styles and approachesEnhance your own performanceManage own resources and professional developmentUse information to take critical decisionsLiaise with staff to receive, collate and analyse information, using systems and compiling reports as necessaryDevelop and utilise data to identify trends and take appropriate action to maintain and enhance performancePlan, implement and manage systems for the exchange of sensitive information, data and intelligenceThe 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) WelshResponsibilities, 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 DiarySupporting the Deputy Director or Head of Operational Function in meeting business requirements by supporting them to resolve conflicting demands in planning schedulesEfficient maintenance of the Deputy Director or Head of Operational Function’s diary ensuring that time management is optimisedActing 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 partiesActing 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 mapProviding 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 reportsDeveloping 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 dataSupport planning and finalising of agendas for meetings, overseeing co-ordination and distribution of paperworkTaking minutes at senior management meetings and distributing to relevant partiesLiaising directly with internal and external colleagues and partners to deal with enquiries and to co-ordinate appointments and engagementsKeeping up to date with changes in key external partnerships which relate to Probation service deliveryContributing towards the organisation and coordination of large scale divisional eventsCoordination and collation of meetings for internal and external attendees, booking rooms, arranging refreshments, preparing material, greeting visitors etcDealing with highly sensitive issues, acting with diplomacy and maintaining strict confidentiality at all timesArranging business travel and accommodation for the Deputy Director or Head of Operational Function.Use communication effectivelyProviding information, feedback and adviceInfluencing and persuadingParticipate in meetings where appropriateUsing appropriate skills, styles and approachesEnhance your own performanceManage own resources and professional developmentUse information to take critical decisionsLiaise with staff to receive, collate and analyse information, using systems and compiling reports as necessaryDevelop and utilise data to identify trends and take appropriate action to maintain and enhance performancePlan, implement and manage systems for the exchange of sensitive information, data and intelligenceThe 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) WelshPerson specificationPlease Refer To Job DescriptionBehavioursWe'll assess you against these behaviours during the selection process:Working TogetherDelivering at PaceMaking Effective DecisionsChanging and ImprovingTechnical skillsWe'll assess you against these technical skills during the selection process:IT Skills: Microsoft: Word, Excel, Outlook, and PowerPointAccess to learning and developmentA working environment that supports a range of flexible working options to enhance your work life balanceA working culture which encourages inclusion and diversityA Civil Service pension with an employer contribution of 28.97%Annual LeavePublic HolidaysSeason Ticket AdvanceFor more information about the recruitment process, benefits and allowances and answers to general queries, please click the below link which will direct you to our Candidate Information Page.Link: https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJSelection process detailsThis vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths, Experience and Technical skills.https://justicejobs.tal.net/vx/candidate/cms/About%20the%20MOJFeedback will only be provided if you attend an interview or assessment.This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths, Experience and Technical skills.SecuritySuccessful candidates must undergo a criminal record check.People working with government assets must complete baseline personnel security standard (opens in new window) checks.Successful candidates must undergo a criminal record check.People working with government assets must complete baseline personnel security standard (opens in new window) checks.Nationality requirementsThis Job Is Broadly Open To The Following Groups:UK nationalsnationals of the Republic of Irelandnationals of Commonwealth countries who have the right to work in the UKnationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil ServiceFurther information on nationality requirements (opens in a new window)Working for the Civil ServiceThe Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.Diversity and InclusionThe Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.Contact point for applicantsJob Contact :Name : SSCL Recruitment Enquiries TeamEmail : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.ukTelephone : 0345 241 5358Recruitment teamEmail : moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.ukFurther informationAppointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. If you feel a department has breached the requirement of the Recruitment Principles and would like to raise this, please contact SSCL (Moj-recruitment-vetting-enquiries@gov.sscl.com) in the first instance. If the role has been advertised externally (outside of the Civil Service) and you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their web pages: http://civilservicecommission.independent.gov.uk/civil-service-recruitment/complaintshttps://jobs.justice.gov.uk/careers/JobDetail/10874?entityId=10874