HM Prison and Probation Service
Diary Manger - Unpaid Work (UPW) - Full Time - East of England (Ref: 19676)
How your CV stacks up
Upload your CV to see how well it fits this job role
?%
Job Location
NMS 12-13 Adam Court, PE1 5PP, NMS Boathouse Business Centre, PE13 3BH, NMS Civic 2, Victoria Avenue, SS2 6ER, NMS Clemitson House, LU1 2RP, NMS Municipal Offices, NN15 7QX, NMS National Probation Service Mid Essex Gemini Centre, CM2 0YN, NMS Part 3rd Floor, Victoria House, CM1 1JR, NMS Portal House, CO2 7BA, NMS SEAX HOUSE FLR 8, CM1 1QH, NMS The Basildon Centre, SS14 1DL, NMS The Old Courthouse Grays Essex, RM17 5DD, NMS Tylers Avenue Southend on Sea, SS1 2BB, NPS 20 OXFORD STREET WELLINGBOROUGH, NN8 4HY, NPS 203 WHAPLOAD ROAD LOWESTOFT, NR32 1UL, NPS 27 WARKWORTH STREET CAMBRIDGE, CB1 1EG, NPS 4 MITRE BUILDINGS HARLOW, CM20 1DR, NPS 41 HARPUR STREET BEDFORD, MK40 1LY, NPS 43-47 BRIDGE STREET NORTHAMPTON, NN1 1NS, NPS ARGYLE HOUSE STEVENAGE, SG1 2AD, NPS CARRAWAY HOUSE BASILDON, SS15 6PH, NPS CENTENARY HOUSE NORWICH, NR3 1RT, NPS DETTINGEN WAY BURY ST EDMUNDS, IP33 3TU, NPS GODWIN HOUSE HUNTINGDON, PE29 3BD, NPS GROUND FLOOR PODS A AND B BISHOPS COLLEGE CHESHUNT, EN8 9XB, NPS MID HERTS CENTRE ST ALBANS, AL1 3XH, NPS PENINSULAR HOUSE IPSWICH, IP4 1AQ, NPS PROBATION OFFICE KINGS LYNN, PE30 1HP, NPS SOUTH WEST HERTS CENTRE WATFORD WATFORD, WD18 0BN
Job Summary
Please refer to Job Description
Job Description
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.
Reasons to use Rodeo
Start with a chat, not a search bar
Grad scheme, placement, apprenticeship? Not sure what you want yet — that's fine. Your agent talks it through with you and turns "I have no idea" into a shortlist.
It searches the market for you
Every day your agent scans the market matching roles against what actually matters to you, not just keywords on a CV.
Only hits
No noise. No "maybe this fits." Just roles with a clear explanation of why they're right — and where to focus when applying.
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
Person Specification
Please Refer To Job Description
Behaviours
We'll assess you against these behaviours during the selection process:
- Delivering at Pace
- Making Effective Decisions
- Working Together
- Changing and Improving
Technical skills
We'll assess you against these technical skills during the selection process:
Get help with your application
Your very own career expert that helps elevate your application to the next level.
- NVQ Level 2 or equivalent in a relevant subject (or appropriate practical experience)
- IT Skills: Microsoft: Word, Excel, Outlook, and PowerPoint
Benefits
- Access to learning and development
- A working environment that supports a range of flexible working options to enhance your work life balance
- A working culture which encourages inclusion and diversity
- A Civil Service pension with an employer contribution of 28.97%
- Annual Leave
- Public Holidays
- Season Ticket Advance
For 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%20MOJ
Artificial intelligence
Artificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.
Selection process details
This 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%20MOJ
Feedback will only be provided if you attend an interview or assessment.
Security
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 requirements
This Job Is Broadly Open To The Following Groups:
- UK nationals
- nationals of the Republic of Ireland
- nationals of Commonwealth countries who have the right to work in the UK
- nationals 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 2020
- Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Further information on nationality requirements (opens in a new window)
Working for the Civil Service
The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of
“It took my CV and asked me questions relevant to understanding what kind of jobs to suggest for me. Suggestions were almost perfect. Jobs were exactly what I’ve been looking for.”
Jessica, London
Skills