23331 - Management Coordinator to North East Prison Group Director

The Methodist Church in Britain; North East; Hybrid; GBP 26,000 - 30,000; Full time

Benefits offered by this job

Annual leave pro rata

Hybrid working

Civil Service pension schemes

Flexible working

Season ticket loan

Job summary

HM Prison & Probation Service North East prison group is seeking an Administrative Support post to assist the Director. The role includes managing the Director's diary, arranging visits and travel, preparing briefing papers, and handling correspondence with discretion.

The post requires maintaining minutes, coordinating with internal and external stakeholders, and providing general admin support. Hybrid working is available where business needs allow, with DBS checks required.

Qualifications

• Strong communication and influencing skills required.
• Ability to manage a quality service and deliver at pace.
• Excellent teamwork and proactive stakeholder engagement.
• Discretion with sensitive information is essential.

Responsibilities

• Manage the Director's diary and coordinate staff, managers, stakeholders, and the public.
• Anticipate diary changes and re-prioritize as needed.
• Arrange visits, travel, accommodation, and maintain auditable cost records.
• Prepare and collate Ministerial and group information for briefings and minutes.
• Type and amend documents and correspondence to deadline.
• Handle calls and inquiries for the Director; log and file post.
• Maintain records systems and assist with meeting papers and room bookings.
• Take and write up minutes or notes from meetings.

Skills

Diary management

Communication

Quality service

Team collaboration

Job description

This administrative support post sits with the Director of the North East prison group within HMPPS in the Ministry of Justice. The holder manages the Director's diary, arranges visits and travel, prepares briefings and meeting papers, takes minutes and handles correspondence and calls. Priorities can shift at short notice, and the work involves handling sensitive information with discretion. Hybrid working is offered where business need allows, but only from within the UK, and a standard DBS check is required.

What the job involves

• Manage the Director's diary, including appointments for staff, managers, stakeholders and members of the public
• Anticipate diary problems when priorities change at short notice
• Arrange the Director's visits, including travel and overnight accommodation, and keep an auditable record of travel and costs
• Commission and collate briefing for visits, including Ministerial briefs, reports and information from Heads of Group and establishments
• Type and amend documents and correspondence from audio and manuscript, including Ministerial submissions and minutes, to deadline
• Deal with incoming calls for the Director and handle basic enquiries
• Open and register incoming post and maintain the post log
• Maintain a records management and bring-forward system accessible to the team
• Provide admin support such as room bookings, printing, collating and sending out meeting papers
• Take minutes or notes at meetings and write them up to a high standard
• Liaise with internal and external stakeholders and build open lines of communication
• Accept reasonable additional tasks of a similar level

What’s required

Skills & knowledge

• Demonstrate Communicating and Influencing behaviour
• Demonstrate Managing a Quality Service behaviour
• Demonstrate Delivering at Pace behaviour
• Demonstrate Working Together behaviour

Checks & eligibility

• Standard DBS check
• Security and identity checks before taking up post
• Eligible under Civil Service nationality rules
• Declare whether a member of a group or organisation HMPPS considers racist

What’s offered

• Annual leave, calculated pro rata, with the holiday year starting 1 March
• 9 days (66 hours 36 minutes) for bank, public and privilege holidays, added to annual leave
• Choice of two Civil Service pension schemes
• Hybrid working where business need allows, informal and non-contractual
• Flexible working, part-time and job-share patterns considered under HMPPS policy
• Season ticket advance after two months' service
• Training in areas including equality and diversity, and access to promotion programmes
• Individual induction programme and security and diversity training