Diary Manager - Northamptonshire - East of England (Ref: 13111)

HM Prison and Probation Service; Stafford; On-site; GBP 25,000 - 30,000; Full time

Job summary

A government agency in Stafford seeks an Administrative Officer to provide secretarial and administrative support, including diary management and facilitating meetings. Candidates should have NVQ Level 2 or equivalent and strong proficiency in Microsoft Office applications. This position requires strong organizational skills and the ability to handle confidential information effectively. The role offers a supportive work environment promoting flexibility and inclusion.

Benefits

Access to learning and development

Flexible working options

Civil Service pension contribution

Annual leave

Public holidays

Qualifications

• Successful candidates must have an NVQ Level 2 or equivalent in a relevant subject or appropriate practical experience.
• Strong IT skills in Microsoft Office applications are essential.

Responsibilities

• Manage the Deputy Director's diary and resolve scheduling conflicts.
• Act as the primary point of contact for the Deputy Director.
• Produce confidential reports and maintain efficient filing systems.

Skills

Diary management

IT Skills: Microsoft Word

IT Skills: Excel

IT Skills: Outlook

IT Skills: PowerPoint

Education

NVQ Level 2 or equivalent

Job description

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.
• Support the Deputy Director or Head of Operational Function in meeting business requirements by resolving conflicting demands in planning schedules.
• Efficiently maintain the Deputy Director or Head of Operational Function’s diary ensuring that time management is optimised.
• Act as the first point of contact for the Deputy Director or Head of Operational Function, using initiative and responding to or directing queries to the relevant parties.
• Act 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.
• Provide 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.
• Develop and maintain 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.

Nationality requirements

• UK nationals
• Nationals of the Republic of Ireland
• Nationals of Commonwealth countries who have the right to work in the UK
• Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• Nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• Individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Security

Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard checks.

Technical skills

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

Working for the Civil Service

The Civil Service Code sets out the standards of behaviour expected of civil servants. We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission’s recruitment principles. The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme for candidates with disabilities who meet the minimum selection criteria. The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy.

• Delivering at Pace
• Working Together
• Making Effective Decisions
• Changing and Improving

Benefits

• Access to learning and development
• A working environment that supports a range of flexible working options to enhance your work life balance
• A working culture which encourages inclusion and diversity
• A Civil Service pension with an employer contribution of 28.97%
• Annual Leave
• Public Holidays
• Season Ticket Advance