Role Overview
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 through diary coordination, compilation of correspondence and documents, and the organisation of meetings and other engagements. The job holder will have no line manager responsibilities.
Responsibilities
* Manage the Deputy Director or Head of Operational Function's diary and resolve conflicting demands in scheduling.
* Act as the first point of contact, directing queries to relevant parties and screening telephone calls, correspondence and e‑mails.
* Provide secretarial support including producing correspondence and complex confidential reports.
* Develop and maintain comprehensive electronic and manual filing systems for Probation services.
* Support planning and finalising of agendas for meetings, coordinate and distribute paperwork, and take minutes at senior management meetings.
* Liaise with internal and external colleagues and partners to deal with enquiries, coordinate appointments and engagements, and stay updated on key external partnerships.
* Contribute to the organisation and coordination of large‑scale divisional events, including booking rooms, preparing materials, and arranging refreshments.
* Handle highly sensitive matters with diplomacy and strict confidentiality.
* Arrange business travel and accommodation for the Deputy Director or Head of Operational Function.
Key Competencies & Behaviours
* Use communication effectively, providing information, feedback and advice.
* Influence and persuade where appropriate.
* Participate in meetings and use appropriate skills, styles and approaches.
* Enhance own performance and manage own resources and professional development.
* Use information to take critical decisions and liaise with staff to collate and analyse data, compiling reports as necessary.
* Develop and utilise data to identify trends and take action to maintain and enhance performance.
* Plan, implement and manage systems for the exchange of sensitive information, data and intelligence.
* Adopt key behaviours: Working Together, Delivering at Pace, Making Effective Decisions, Changing and Improving.
* Fluency in English; Welsh is an asset where required.
Qualifications & Experience
* Experience managing the diary of a senior executive.
* Experience providing a wide range of management support activities.
* NVQ Level 2 or equivalent in a relevant subject, or appropriate practical experience.
* Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
Benefits
* Annual leave: 25 days on appointment, increasing to 30 days after five years, plus public holidays.
* Cover by the Local Government Pension Scheme via the Greater Manchester Pension Fund.
* Extensive training and development opportunities within the Ministry of Justice.
* Access to employee‑run networks for minority, disability, caring, women and LGBTQ+ employees.
Equal Opportunities
We are an equal opportunities employer. All candidates are assessed on merit and competition, with no discrimination on the basis of age, gender, disability, race, religion or belief, sexual orientation or any other protected characteristic.
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