27004 - Diary Manager
Overview of the job
The Public Protection Group (PPG) of the Community Interventions Directorate. The post of Diary Manager is an administrative role and reports to the PPG Deputy Director.
The role is to provide secretarial and administrative support to the Deputy Director and a number of Heads of Section with Public Protection Group by acting as the point of contact and assisting in the management of the day to day running of the Group through the key tasks of diary co-ordination, compilation of correspondence and documents and the organisations of meetings and other engagements.
The job holder will have no line management responsibilities.
Responsibilities, Activities & Duties
The job holder will be required to carry out the following responsibilities, activities and duties:
- Supporting the Deputy Director in meeting business requirements by supporting them to resolve conflicting demands in planning schedules
- Managing the Deputy Director’s diary efficiently, thereby ensuring that the time available to the Deputy Director is optimised
- Monitoring the Deputy Director’s inbox, particularly when he is out of the office or at lengthy meetings, directing particularly urgent items to the relevant senior manager.
- Acting as a point of contact for the Deputy Director, using initiative and responding to and/or directing queries to relevant parties
- Acting as a screening point for the Deputy Director’s telephone calls, general correspondence and emails; highlighting priority work and responding to queries using an understanding of the Group’s delivery
- Providing a full range of secretarial and administrative support and assistance to the Deputy Director, producing a range of material from correspondence to complex confidential reports
- Developing and maintaining comprehensive and up-to-date electronic filing system which support the delivery of services and are effective in storing and retrieving data
- Support planning and finalising of agendas for meetings, overseeing co-ordination 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 service delivery
- Contributing towards the organisation and co-ordination of large scale Group/Directorate events
- Co-ordination 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
- Providing administrative support to the five Section Heads who report to the Deputy Director
The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive. The Job holder is expected to accept reasonable alterations and additional tasks of a similar level that may be necessary. Significant adjustments may require re‐examination under the Job Evaluation scheme and shall be discussed in the first instance with the Job Holder.
The following competencies from the Civil Service Competency Framework will be used for selection purposes:
- Collaborating & Partnering
- Delivering at Pace
- Leading & Communicating
- Making Effective Decisions
Essential Skills, Qualifications, Accreditation & Registration
Microsoft Word, Excel, Outlook and PowerPoint
Working Arrangements & Further Information
Some of MoJ’s, including HMPPS, 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 working hours for this post are 37 hours per week excluding breaks which are unpaid.
If you are a current NPS employee, this vacancy may be available on a Loan basis for up to 2 years. Applications are invited from suitable qualified staff.
The Loan/Secondment is subject to the approval of the selected candidate's Business Unit, which should be obtained before confirmation of appointment.
-The holiday year runs from 1 March. If you work a non standard work pattern your leave entitlement may be expressed in either hours or days as appropriate. Leave entitlement is calculated on a pro-rata basis and you will be advised of your actual entitlement on appointment. If you were appointed internally and your leave was previously calculated in days, this will continue to be the case.
Bank, Public and Privilege Holidays
-You are entitled to 9 days (66 hours 36 minutes) in recognition of bank, public and privilege holidays. These hours are added to your annual leave allowance. There is a requirement to work some public and bank holidays subject to your shift pattern and the operational needs of the establishment
-The Civil Service offers a choice of two pension schemes, giving you the flexibility to choose the pension that suits you best.
Work Life Balance
-HM Prison & Probation Service (HMPPS) is keen to encourage alternative working arrangements. Work life balance provides greater opportunities for staff to work more flexibly wherever managers and establishments can accommodate requests to do so. HMPPS offers flexible working subject to completion of a satisfactory probationary period and NVQ
Season Ticket Advance
-After two months’ service, you’ll be eligible to apply for a season ticket advance to purchase a quarterly or longer-period season ticket for travel between home and your place of work
For any moves across the Civil Service may have implications on your ability to carry on claiming childcare vouchers
-HMPPS is committed to staff development and offers a range of training and development opportunities, including areas such as Equality and Diversity, Dealing with Challenging Behaviour, Suicide Prevention and Anti Bullying Programmes
-There are opportunities to access promotion programmes and HMPPS provide a variety of training appropriate to individual posts
-All staff receive security and diversity training and an individual induction programme into their new roles
-All candidates are subject to security and identity checks prior to taking up post
-All external candidates are subject to 6 months probation. Internal candidates are subject to probation if they have not already served a probationary period within HMPPS
-All staff are required to declare whether they are a member of a group or organisation which HMPPS considers to be racist
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 equality of opportunity.
There is a guaranteed interview scheme (GIS) for candidates with disabilities who meet the minimum selection criteria.
20/06/2019, 23:55 hours.
You may be required to provide statements describing your skills and experience relevant to each of the selection criteria. We recommend that you structure any examples as Situation, Task, Action and Result. For more information about the recruitment process and answers to general queries, please click the below link which will direct you to our Candidate Information Page.
In the event of a large number of applications, we reserve the right to undertake the following processes:
- An automated online test where a benchmark must be passed to progress;
- A sift on the lead selection criteria. If this happens, the lead criteria will be the first one listed in the advert.
During the selection process, you may be asked to undertake an additional assessment (such as written test). If this is applicable you will be notified of this when you are invited to interview.
This Vacancy is closed to applications.