Diary Manager

Ministry of Justice; United States; Remote; USD 42,000 - 64,000; Full time

Job summary

MINISTRY OF JUSTICE in the United States seeks an administrative professional to provide secretarial support to the Deputy Director or Head of Operational Function within the NPS Divisional headquarters. The role includes diary coordination, compilation of correspondence and documents, and arranging meetings and other engagements.

Key duties include diary management, screening calls, filing, minute-taking, liaison with internal and external partners, travel arrangements, and maintaining

Responsibilities

• Manage Deputy Director or Head of Operational Function's Diary
• Supporting Deputy Director in meeting planning by resolving scheduling conflicts
• Efficient maintenance of diary to optimise time management
• Act as first point of contact for queries, directing to relevant parties
• Screen calls, correspondence and emails, prioritising work
• Provide a full range of secretarial support and prepare confidential reports
• Develop and maintain filing systems for key data
• Support planning and finalising meeting agendas; distribute paperwork
• Coordinate with internal/external colleagues for enquiries and appointments
• Keep up to date with external partnerships related to Probation service delivery
• Contribute to organisation and coordination of large divisional events
• Coordinate meetings, book rooms, arrange refreshments, prepare materials, greet visitors
• Handle sensitive issues with diplomacy and confidentiality
• Arrange business travel and accommodation for the Deputy Director

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, Activities & Duties The job holder will be required to carry out the following responsibilities, activities and duties: 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
• Support planning and finalising of agendas for meetings, overseeing coordination and distribution of paperwork
• Taking minutes at senior management meetings and distributing to relevant parties
• Liaising directly with internal and external colleagues and partners to deal with enquiries and to co-ordinate appointments and engagements
• Keeping up to date with changes in key external partnerships which relate to Probation service delivery
• Contributing towards the organisation and coordination of large scale divisional events
• Coordination and collation of meetings for internal and external attendees, booking rooms, arranging refreshments, preparing material, greeting visitors etc
• Dealing with highly sensitive issues, acting with diplomacy and maintaining strict confidentiality at all times
• Arranging business travel and accommodation for the Deputy Director or Head of Operational Function.

Use communication effective

• Providing information, feedback and advice
• Influencing and persuading
• Participate in meetings where appropriate
• Using appropriate skills, styles and approaches

Enhance your own performance

• Manage own resources and professional development

Use information to take critical decisions

• Liaise with staff to receive, collate and analyse information, using systems and compiling reports as necessary
• 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
  An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh