Diary Manager

Ministry of Justice; England; Hybrid; GBP 22,000 - 28,000; Full time

Job summary

A government agency in the UK is seeking an Administrative role to provide secretarial and administrative support to the Deputy Director. The candidate will manage diaries, assist in resolving scheduling conflicts, and act as a primary contact for queries. An NVQ Level 2 or equivalent in a relevant subject is required, along with strong IT skills in Microsoft Office. The position allows for hybrid working arrangements and is focused on efficient office operations.

Benefits

25 days annual leave, increasing to 30 days after five years

Pension through Local Government Pension Scheme

Extensive training and development opportunities

Employee-run networks for diversity

Flexible benefits including childcare support

Paid parental leave

Free annual sight tests for computer users

Qualifications

• NVQ Level 2 or equivalent in a relevant subject or appropriate practical experience.
• Proficient IT skills, especially in Microsoft Office applications.

Responsibilities

• Manage the Deputy Director's diary and plan schedules effectively.
• Act as the first point of contact for queries directed to the Deputy Director.
• Provide comprehensive secretarial and administrative support.
• Maintain effective filing systems to support operational delivery.

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Education

NVQ Level 2 or equivalent

Job description

Overview

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. 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

• 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

Additional Information

Please ensure you arrive 15 mins prior to your interview time. Please report to reception upon arrival. Please bring the original ID documents you use to validate ID/Right to Work. If you are current PS employee, please provide your Passport and work ID page, for those who are MoJ employees you will need to provide your passport. If you need reasonable adjustments for your interview/assessment please contact the Recruitment team on [e-mail].

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone's circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review. For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks. Some of MoJ's terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made. Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS' Flexible Working policy.

Qualifications

• NVQ Level 2 or equivalent in a relevant subject (or appropriate practical experience)
• IT Skills: Microsoft: Word, Excel, Outlook, and PowerPoint

Benefits

• Annual Leave: 25 days on appointment, increasing to 30 days after five years’ service, plus public holidays. Leave for part-time and job share posts will be calculated on a pro‑rata basis.
• Pension: The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF). Please visit www.gmpf.org.uk for further information.
• Training: The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
• Employee-run Networks: Opportunity to join networks for minority ethnic origin, disabilities, caring responsibilities, women, and LGBTQI+.
• Family Friendly policies: reduced hours or job share.
• Flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
• Childcare support schemes (Tax Free Childcare) as per www.GOV.UK.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees who use computer screens.

Eligibility

All candidates are subject to security and identity checks prior to taking up post. We recruit by merit on the basis of fair and open competition. As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace.

EEO Statement

The Civil Service is a minority employer. Please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy. If you require reasonable adjustments to the recruitment process within the application form, please contact the TBS Recruitment Enquiries Team.