23428 - Diary Manager to the Head of Operations South Central - Full time

The Methodist Church in Britain; Reading; Hybrid; GBP 28,000 - 40,000; Full time

Benefits offered by this job

25 days annual leave

LGPS pension scheme

Training and development opportunities

Employee networks

Job summary

The National Probation Service South Central headquarters is seeking a permanent full-time executive assistant to back the Deputy Director or Head of Operational Function. You will manage the senior leader's diary, screen calls and correspondence, and prepare confidential reports.

Travel across the region is expected for away days and leaders' events. Hybrid working is possible from any South Central office.

Qualifications

• NVQ Level 2 or equivalent in a relevant subject, or appropriate practical experience.
• Experience of managing a senior executive's diary.
• Experience of providing a wide range of management support activities.

Responsibilities

• Manage the Deputy Director's or Head of Operational Function's diary, resolving conflicts and optimising time.
• Act as first point of contact, screening calls, correspondence and emails and prioritising urgent work.
• Produce secretarial and administrative material, from correspondence to complex confidential reports.
• Plan and finalise meeting agendas, coordinate paperwork, book rooms and arrange engagements for attendees.
• Take minutes at senior management meetings and distribute them to relevant parties.
• Arrange business travel and accommodation for the senior leader.

Skills

Diary management

Executive support

Communication

Discretion

Education

NVQ Level 2 in a relevant subject

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Job description

This permanent full-time post sits in the National Probation Service South Central headquarters and supports the Deputy Director or Head of Operational Function as their primary point of contact. The core of the work is managing a senior leader's diary, screening calls and correspondence, preparing confidential reports and organising meetings, including minutes for senior management meetings. Travel across the region is expected for away days and leaders' events, and hybrid working is possible from any South Central office. Interviews are face to face in Reading or Basingstoke, and the post requires a DBS standard check.

What the job involves

• Manage the Deputy Director's or Head of Operational Function's diary, resolving conflicting demands and optimising time
• Act as first point of contact, screening calls, correspondence and emails and prioritising urgent work
• Produce secretarial and administrative material, from correspondence to complex confidential reports
• Plan and finalise meeting agendas, coordinate paperwork, book rooms and arrange engagements for internal and external attendees
• Take minutes at senior management meetings and distribute them to relevant parties
• Arrange business travel and accommodation for the senior leader
• Develop and maintain electronic and manual filing systems that support probation service delivery
• Liaise with internal and external colleagues and partners to deal with enquiries and coordinate appointments
• Handle highly sensitive issues with diplomacy and strict confidentiality
• Contribute to organising large-scale divisional events
• Keep up to date with changes in key external partnerships relating to probation service delivery
• Collate information from staff, analyse data to identify trends, and plan systems for exchanging sensitive information

Qualifications

• NVQ Level 2 or equivalent in a relevant subject, or appropriate practical experience

Experience

• Experience of managing a senior executive's diary
• Experience of providing a wide range of management support activities

Skills & knowledge

• Confident spoken English to fulfil all aspects of the role, or Welsh where specified
• Microsoft Word, Excel, Outlook and PowerPoint skills

Checks & eligibility

• DBS standard check
• Security and identity checks before taking up post
• Eligible under Civil Service nationality rules

Other

• Demonstrate the behaviours Working Together, Delivering at Pace, Making Effective Decisions and Changing and Improving

What’s offered

• 25 days annual leave on appointment, rising to 30 after five years, plus public holidays
• Local Government Pension Scheme through the Greater Manchester Pension Fund
• Training and development opportunities
• Employee-run networks
• Family friendly policies, including reduced hours or job share
• Flexible benefits such as voluntary benefits, retail vouchers and discounts
• Paid paternity, adoption and maternity leave
• Free annual sight tests for employees who use computer screens