Diary Manager - Legal Aid Agency

FQPS Academy Ltd.; Birmingham; Hybrid; GBP 29,000 - 31,000; Full time

Job summary

The Legal Aid Agency in the United Kingdom seeks a Diary Manager for the Head of Case Management (EO grade). The role involves coordinating calendars, arranging meetings, and taking accurate minutes across the Senior Management Team.

Discretion and confidentiality are essential for this busy civil service office. Based in national offices with hybrid working options, you will support multiple senior leaders, manage travel and meeting logistics, and track actions to ensure timely follow-ups and

Qualifications

• Excellent organisational skills with the ability to prioritise workloads and meet deadlines.
• Strong communication, influencing and interpersonal abilities with stakeholders at all levels.
• Experience in tracking actions and monitoring progress to ensure deadlines are met.
• High attention to detail and discretion with confidential information.
• Proficient in Microsoft Office including Outlook, Word, Excel and Teams.

Responsibilities

• Provide diary and correspondence management for the Head of Case Management and Senior Management Team.
• Prepare agendas, attend meetings as required, and produce accurate minutes.
• Coordinate travel bookings and arrange venues, travel, and accommodation.
• Monitor actions arising from meetings and escalate issues when needed.
• Support cross-department collaboration within Case Management Directorate.

Skills

Organisational skills

Communication skills

Action tracking

Attention to detail

MS Office

Job description

The national salary range is £29,303 - £31,061, London salary range is £33,551 - £35,564. Your salary will be dependent on your base location

Working Pattern

Full Time, Part Time, Part Time/Job Share, Flexible Working

Vacancy Approach

External

Location

Birmingham, Brighton and Hove, Bristol, Cambridge, Cardiff, Jarrow, Leeds, Liverpool, London, Manchester, Nottingham

Region

East Midlands, East of England, Greater Manchester, London, North East, North West, South East, South West, Wales, West Midlands, Yorkshire and the Humber

Closing Date

19-Nov-2026

Post Type

Permanent

EO

Number of jobs available

1

Reserve List

12 Months

Job ID

23735

Descriptions & requirements

Job Title & Grade: Diary Manager for Head of Case Management Grade – EO

Contract Type: Permanent

Salary range (depending on location): National - £29,303 to £31,061 London - £33,551 to £35,564

Please note that unless you are currently employed by the Civil Service and are earning more than the minimum above, if successful you will be offered the minimum for the grade depending on your location.

Location: National – LAA Sites only (occasional travel to other LAA Sites will be required)

Please note that whilst this role is open to all Civil Servants staff, you can only apply for London, Cambridge and Brighton offices if you are a current LAA staff member based in those offices. This is due to and in line with the LAA's Location Strategy and the Cabinet Office's Places for Growth Strategy.

Important information for candidates choosing the Liverpool office If you are successful and choose to be based in our Liverpool office, you will be required to complete Counter Terrorist Check (CTC) clearance in addition to our standard pre-employment checks.

To obtain CTC clearance, you must meet the current National Security Vetting residency requirements. Under Central Government policy, applicants must normally have been resident in the UK for the last 3 years to be eligible for this level of clearance.

Please consider this requirement carefully when applying if Liverpool is your preferred location.

The post is supported by the MOJ flexible working policy and includes colleagues who work flexibly, remotely, part time or as part of a job share etc.

If you are applying for a part time role, please note that in order to meet business demands we need cover for a minimum of 28 hours and to cover 4 days of the week.

The Legal Aid Agency

We are an executive agency of the Ministry of Justice (MoJ). We areresponsible for operationally administering the legal aid fund to provide criminal and civil legal aid advice to people in England and Wales.

Our people are at the heart of achieving excellence. Employing around 1,200 colleagues across England and Wales, we feel proud to have some of the best People Survey results in the Civil Service.

Case Management

The Diary Manager role provides efficient diary management, coordinating schedules and meetings to the Head of Case Management and the Senior Management Team.

The role is based in our Case Management Directorate which is the largest department in the Legal Aid Agency.

The Case Management team is central to the Agency, it is responsible for handling legal aid applications, processing case payments and dealing with correspondence and enquiries received in both Civil and Criminal Legal aid matters. Our dedicated staff ensure that 600,000 new clients access justice each year, while ensuring that legal aid lawyers are paid fairly.

We listen and engage with all staff in case management, ensuring we always value the ‘caseworker voice’ and that this is represented when delivering change. We support all staff in our work, recognising success and promoting a positive and healthy work-life balance.

We have a culture w new ideas are encouraged and appreciated.

Finance, Performance and Governance

The Finance, Performance and Governance Team in Case Management leads on the delivery of actions relating to Finance matters, Performance Monitoring and Governance against policies and procedures for the directorate.

Job Summary

The role holder will provide support to the Head of Case Management acting as their Diary Manager which involves arranging meetings and acting as note taker across various Senior Management meetings and forums. Due to the nature of the work involved discretion and absolute confidentiality are essential.

The role holder will also provide support to members of the Senior Management Team including managing calendar appointments, arranging meetings, acting as a note taker and monitoring the progress of actions.

The role holder will also provide effective diary management and administrative support to the Chief Executive’s Office, assisting with workload pressures and covering responsibilities during annual leave periods.

The LAA offers hybrid working arrangements w business need allows. Due to business need this role requires regular attendance in your base location for meetings, training, development and supporting engagement in the office. T is also a requirement for occasional travel to other LAA Offices nationwide.

Key Responsibilities

• Provide proactive diary and correspondence management for the Head of Case Management, effectively prioritising competing demands and resolving scheduling conflicts using sound judgement and initiative.
• Ensure the Head of Case Management is fully briefed and provided with all relevant information and documentation in advance of meetings and engagements.
• Support the Senior Management Team with diary management and organising meetings and events, including booking appointments, arranging venues, travel and accommodation.
• Prepare agendas, attend meetings as required, and produce accurate minutes and records of discussions and decisions.
• Monitor and track actions arising from meetings including Senior Management meetings and Operational Leadership meetings, ensuring deadlines are met and escalating issues appropriately w required.
• Develop and maintain effective working relationships with a wide range of internal and external stakeholders, including senior leaders and partner organisations.
• Provide administrative and secretarial support to other senior managers within the Case Management Directorate as required.
• Act as Appeals administrator for the Criminal Cases Unit, liaising with Bar counsel and other external stakeholders to schedule appeal meetings. Acting as the point of contact for enquiries from internal and external stakeholders.
• Work collaboratively with the Head of Finance, Performance and Governance to coordinate activity across the Senior Management Team.
• Manage travel bookings for the Senior Management Team and wider Case Management Directorate, ensuring compliance with organisational policies and service level agreements.
• Prioritise and manage routine administrative activities, including handling correspondence and responding to enquiries from internal and external stakeholders.
• Identify opportunities for improvements to practices, contribute to change initiatives and support the implementation of new ways of working.
• Work collaboratively with other Diary Managers to share best practice, improve consistency and ensure resilience across the service.
• Provide flexible diary management and administrative cover to the Chief Executive’s Office during periods of peak demand, annual leave and other staff absences to ensure continuity of service.
• Attend LAA offices for face to face meetings, Senior Management support and training as required.

Essential Knowledge, Experience and skills

• Excellent organisational skills with the ability to prioritise workloads, meet competing deadlines and work effectively under pressure.
• Established communication, influencing and interpersonal skills, with the ability to build effective working relationships with stakeholders at all levels.
• Experience of tracking actions and monitoring progress to ensure deadlines and commitments are met.
• Excellent attention to detail and the ability to handle sensitive and confidential information with discretion.
• Proficient in the use of Microsoft Office applications, including Outlook, Word, Excel and Teams.

Desirable Knowledge, Experience and skills

• Proven experience of providing diary management and administrative support to senior leaders within a busy office environment.
• Ability to prepare clear and accurate correspondence, meeting papers, agendas and minutes.
• Ability to work with minimal supervision and as part of a team

Person Specification

• The role holder is someone who enjoys working as part of a team and on their own in a fast-changing environment

Contact Information

MoJ:

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail [e-mail]

Please quote the job reference: 23735

HMPPS:

If you require any assistance please call 0345 241 538 (Monday to Friday 8am - 6pm) or e mail [e-mail]

Please quote the job reference: 23735