Community Integration Team Assistant to Head of Operations
6 days ago
Job Summary
The Ministry of Justice is seeking a highly organized and detail-oriented individual to fill the role of Part Time Diary Coordinator to Head of Community Integration Team. This position will provide administrative support to the Deputy Director or Head of Operational Function, acting as the primary point of contact and assisting in the management of the day-to-day running of the division, function, or cluster.
Key Responsibilities
- Provide secretarial and administrative support to the Deputy Director or Head of Operational Function, including diary coordination, compilation of correspondence and documents, and organization of meetings and other engagements.
- Support the Deputy Director or Head of Operational Function in meeting business requirements by assisting in resolving conflicting demands in planning schedules.
- Maintain the Deputy Director or Head of Operational Function's diary, ensuring optimized time management.
- 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.
- Develop and maintain comprehensive and up-to-date electronic and manual filing systems that support the operational delivery of Probation services and are effective in storing and retrieving key data.
- Support planning and finalizing of agendas for meetings, overseeing coordination and distribution of paperwork.
- Take minutes at senior management meetings and distribute to relevant parties.
- Keep up to date with changes in key external partnerships that relate to Probation service delivery.
- Arrange business travel and accommodation for the Deputy Director or Head of Operational Function.
Requirements
- Manage own resources and professional development.
- Develop and utilize data to identify trends and take appropriate action to maintain and enhance performance.
- Plan, implement, and manage systems for the exchange of sensitive information, data, and intelligence.
- An ability to fulfill all spoken aspects of the role with confidence through the medium of English.
- Experience of providing a wide range of management support activities.
- NVQ Level 2 or equivalent in a relevant subject (or appropriate practical experience).
- IT Skills: Microsoft: Word, Excel, Outlook, and PowerPoint.
Benefits
- Annual leave is 25 days on appointment and will increase to 30 days after five years' service, plus public holidays.
- The National Probation Service is covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund (GMPF).
- The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.
- The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management.
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