Diary Manager

The job holder will be required to carry out the following responsibilities, activities and duties:

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

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

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.

An ability to fulfil all spoken aspects of the role with confidence through the medium of English or (where specified in Wales) Welsh