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Band 3

Job Description

National Probation Service (NPS) - Diary Manager
(Band 3)
Overview:
We've got a great opportunity for a part- time, temporary role within Ipswish Natioanl Probation Service office, to join a fast-paced office, multi-agency team.
" Part-time (18.5 hours)
" Flexible hours offered
" Start Date: ASAP
" Location - Ipswich
" Temporary Contract - 3 months
" Pay Rate: £10.21, rising to £11.87 after 3 months
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, function, or cluster through the key tasks of diary coordination, compilation of correspondence and documents and the organisations of meetings and other engagements.

The job holder will have no line manager responsibilities
Responsibilities:
To work as a key member of a multi-disciplinary probation providing a wide range of admin support including:
Manage Deputy Director or Head of Operational Function's Diary
" Supporting the Deputy Director or Head of Operational Function in meeting business requirements by supporting them to resolve conflicting demands in planning schedules.
" Efficient maintenance of the Deputy Director or Head of Operational Function's diary ensuring that time management is optimised
" Acting 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
" Acting 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
" Providing 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
" Developing and maintaining 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 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 Probation service delivery
" Contributing towards the organisation and coordination of large-scale divisional events
" Coordination 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 or Head of Operational Function.

Use communication effectively
" Providing information, feedback and advice
" Influencing and persuading
" Participate in meetings where appropriate
" Using appropriate skills, styles and approaches

Enhance your own performance
" Manage own resources and professional development

Use information to take critical decisions
" 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

Key Skills:
" IT skills (MS Officer- Excel and Outlook)
" Communication skills
" Team-work skills

Requirement

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