Management Coordinator to Director

**Details**:
**Reference number**:
197338

**Salary**:
£19,781 - £26,111

The national salary range is £19,781 - £21,963, London salary range is £22,238 - £26,111. Your salary will be dependent on your base location

**Grade**:
Administrative Officer

Band 3

**Contract type**:
Permanent

**Type of role**:
Administration / Corporate Support

**Working pattern**:
Flexible working, Full-time, Job share, Part-time

**Number of posts**:
1

***:
Location

East Midlands (region), East of England (region), London (region), North East (region), North West (region), South East (region), South West (region), Wales, West Midlands (region), Yorkshire and the Humber (region)

About the job

**Summary**:
This position is based nationally

**Job description**:
This role is Diary Manager and admin support to the Deputy Director of the Strategic Development Group as part of the Strategy, Planning and Performance Directorate in HMPPS HQ. The role is advertised nationally and a large proportion of the role can be carried out remotely, though there may be some travel required (mainly to Leeds and London).

You will be part of the Strategic Development Group which provides direction and focus for the organisation, ensuring we are clear of our collective priorities, and developing an organisational culture and workforce which can successfully deliver those priorities and remains diverse and inclusive. The teams within the group are Functional Partnerships, HMPPS Strategy Team, the People Team (including the People Risk Taskforce), HMPPS Diversity and Inclusion Team, the Race Action Programme, and the Tackling Unacceptable

Behaviours Unit.

Overview of the job

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.

Summary

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.

The 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’s 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 other 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.

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.

**Responsibilities**:
Please refer to Job Description

**Behaviours**:
We'll assess you against these behaviours during the selection process:

- Communicating and Influencing
- Delivering at Pace
- Making Effective Decisions
- Working Together

**Benefits**:

- Access to learning and development
- A working environment that supports a range of flexible working options to enhance your work life balance