Diary Manager

Ministry of Justice; Broadfield; Hybrid; GBP 25,000 - 30,000; Full time

Job summary

A governmental department in the UK is seeking an Administrative Officer to provide essential secretarial and administrative support to leaders within the organization. Key responsibilities include managing diaries, coordinating meetings, and producing reports while maintaining confidentiality. Candidates should possess experience in management support and NVQ Level 2 or a similar qualification. The role offers hybrid working arrangements within the UK, allowing flexibility with a focus on delivering effective support to executive functions.

Qualifications

• Experience managing the diary of a senior executive.
• Proven ability to provide a wide range of management support.
• Ability to communicate confidently in English.

Responsibilities

• Support the Deputy Director in managing schedules and priorities.
• Produce correspondence and complex confidential reports.
• Manage diary and appointments, ensuring efficient time management.
• Coordinate meetings and large-scale divisional events.
• Handle sensitive issues with confidentiality.

Skills

Diary management

Secretarial skills

Communication skills

IT skills (Word, Excel, Outlook, PowerPoint)

Education

NVQ Level 2 or equivalent

Job description

Role Overview

This is an administrative role in NPS Divisional headquarters, clusters and functions, reporting to the NPS Deputy Director or Head of Operational Function. The role provides 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 diary coordination, compilation of correspondence and documents and the organisation of meetings and other engagements. The job holder has no line manager responsibilities.

Responsibilities and Duties

• Support the Deputy Director or Head of Operational Function in meeting business requirements by resolving conflicting demands in planning schedules.
• Maintain the diary efficiently, ensuring that time management is optimised.
• Act as the first point of contact, using initiative to respond to or direct queries to the relevant parties.
• Screen telephone calls, general correspondence and e‑mails, highlighting priority work and responding to queries with an understanding of Probation service delivery and the partnership map.
• Provide a full range of secretarial and administrative support, producing correspondence and complex confidential reports.
• Develop and maintain comprehensive electronic and manual filing systems that support the operational delivery of Probation services.
• Support planning and finalising agendas for meetings, oversee coordination and distribution of paperwork.
• Take minutes at senior management meetings and distribute to relevant parties.
• Liaise directly with internal and external colleagues and partners to deal with enquiries and to coordinate appointments and engagements.
• Keep up to date with changes in key external partnerships related to Probation service delivery.
• Contribute to the organisation and coordination of large‑scale divisional events.
• Coordinate and collate meetings for internal and external attendees, book rooms, arrange refreshments, prepare material, greet visitors, etc.
• Deal with highly sensitive issues with diplomacy, maintaining strict confidentiality at all times.
• Arrange business travel and accommodation for the Deputy Director or Head of Operational Function.
• Use communication effectively to provide information, feedback and advice, influence, persuade, and participate in meetings where appropriate.
• Enhance personal performance by managing own resources and professional development.
• Use information to make critical decisions, liaise with staff to receive, collate and analyse information, and compile reports using systems.
• 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.

Qualifications and Experience

• Experience of managing the diary of a senior executive.
• Experience of providing a wide range of management support activities.
• NVQ Level 2 or equivalent in a relevant subject (or appropriate practical experience).
• IT skills: Microsoft Word, Excel, Outlook and PowerPoint.
• Ability to fulfil all spoken aspects of the role with confidence in English, or Welsh where applicable.

Working Pattern

The role offers hybrid working arrangements where business need allows, provided the candidate works within the UK. The successful candidate will be based at a MoJ office or Justice Collaboration Centre, and may be required to work from the Preston Probation Office at least two days per week.

Hours of Work

Standard full‑time working hours: 37 hours per week, excluding unpaid breaks. Unsocial hours may apply.