Management Coordinator

Ministry of Justice; United States; Remote; USD 60,000 - 90,000; Full time

Job summary

Ministry of Justice is seeking an experienced administrator to provide comprehensive diary management and general support to the Director and the wider team. The role requires prioritising meetings, coordinating with internal and external stakeholders, and preparing papers for meetings with a focus on confidentiality and efficiency.

The successful candidate will manage appointments, arrange travel, compile briefs, and draft/minute meetings, ensuring prompt and professional service to the

Qualifications

• Experience providing diary management and admin support.
• Strong organisational and time-management skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage diary including coordination and appointments for staff, managers, internal and external stakeholders and the public.
• Anticipate and identify potential diary-related problems and adjust priorities quickly.
• Arrange Director visits, travel and accommodation, and maintain a travel/costs auditable spreadsheet.
• Prepare ministerial briefs, reports, and information from Heads of Group for Director visits.
• Type and amend documents and correspondence, including ministerial submissions and minutes, meeting deadlines.
• Handle calls for the Director and manage basic inquiries in a courteous, professional manner.
• Open and register incoming mail for Director, operate post log, maintain record management and bring-forward system.
• Provide other administrative support such as room bookings, printing, collating, and distributing papers for meetings.
• Take minutes/notes at meetings and transcribe to a high standard.

Skills

Diary management

Administrative support

Stakeholder communication

Confidentiality

Travel coordination

Job description

To provide general administrative support to the Director and the wider team as required. To ensure the Director gets the support they need in a timely and efficient manner., The role is to provide diary management and general administrative support to the Director and the wider team as required by providing a professional and efficient service. The Job holder will be required to prioritise meetings and manage the diary in the most efficient and practical way. Interaction with internal and external stakeholders will be required as well as the preparation of papers for meetings along with other administrative tasks. Job holder will maintain a high level of confidentiality at all times. Responsibilities, Activities & Duties The job holder will be required to carry out the following responsibilities, activities and duties:

• Manage diary including co-ordination, appointments for staff, managers, internal, external stakeholders and members of the public.
• Anticipate and identify potential problems in relation to issues arising within the diary, particularly when priorities can change at very short notice.
• To arrange visits for the Director, including travel and overnight accommodation as required and to keep an auditable spreadsheet of all travel/costs, ensuring value for money in all activities.
• To commission and collate information for the Director visits; including Ministerial briefs, reports, information from Heads of Group, information on personnel at the establishment/HQ/Divisions.
• To provide prompt accurate and well presented work. Type and amend a range of documents and correspondence from audio/manuscript. Type up Ministerial submissions, correspondence, minutes etc., ensuring that all typing jobs are completed within the deadlines set.
• Deal with incoming telephone calls for the Director and deal with basic enquiries as required; answer calls promptly and in a courteous and professional manner. Maintain and develop professional and open avenues of communication both within the Directorate and all internal and external agencies.
• Open and register incoming mail for Director and operation of post log.
• Maintain a record management and bring forward system that is accessible by others members of the team
• Provide other administrative support as and where required such as room bookings, printing, collating, sending out papers for meetings and other practical tasks required
• Takes minutes / notes at meetings and writing them up to a high standard