Overview
This is an administrative role in NPS Divisional headquarters, clusters and functions and reports to the NPS Deputy Director or Head of Operational Function as appropriate.
Summary
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, function or cluster through the key tasks of 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, Activities & Duties
* Manage Deputy Director or Head of Operational Function’s Diary.
* Support the Deputy Director or Head of Operational Function in meeting business requirements by resolving conflicting demands in planning schedules.
* Efficiently maintain the Deputy Director or Head of Operational Function’s diary, ensuring that time management is optimised.
* Act as the first point of contact for the Deputy Director or Head of Operational Function, using initiative and responding to, and/or directing, queries to the relevant parties.
* 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.
* Provide a full range of secretarial and administrative support and assistance to the Deputy Director or Head of Operational Function, producing a range of material from correspondence to complex confidential reports.
* Develop and maintain comprehensive and up-to-date electronic and manual filing systems which support the operational delivery of Probation services and are effective in storing and retrieving key data.
* Support planning and finalising of agendas for meetings, overseeing coordination and distribution of paperwork.
* Take minutes at senior management meetings and distribute to relevant parties.
* Liaise directly with internal and external colleagues and partners to deal with enquiries and to co‑ordinate appointments and engagements.
* Keep up to date with changes in key external partnerships which relate to Probation service delivery.
* Contribute towards the organisation and coordination of large scale divisional events.
* Coordinate and collate meetings for internal and external attendees, booking rooms, arranging refreshments, preparing material, greeting visitors, etc.
* Deal with highly sensitive issues, acting with diplomacy and maintaining strict confidentiality at all times.
* Arrange business travel and accommodation for the Deputy Director or Head of Operational Function.
* Provide information, feedback and advice.
* Influencing and persuading.
* Participate in meetings where appropriate.
* Use appropriate skills, styles and approaches.
* Manage own resources and professional development.
* Liaise with staff to receive, collate and analyse information, using systems and compiling reports as necessary.
* Develop and utilise 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.
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 alternations 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.
Qualifications
An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh.
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