Diary Manager

The role is to provide secretarial and administrative support to the Deputy Director or Head of Operational Function. The job holder will be the primary point of contact and assist in managing the day‑to‑day running of the division, function or cluster through diary coordination, compilation of correspondence and documents and the organisation of meetings and other engagements. The job holder has no line manager responsibilities.

Responsibilities

• Supporting the Deputy Director or Head of Operational Function in meeting business requirements by resolving conflicting demands in planning schedules
• Efficiently maintaining the Deputy Director or Head of Operational Function’s diary ensuring time management is optimised
• Acting as the first point of contact, using initiative and responding to or directing queries to the relevant parties
• Acting as a screening point for 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, 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 operational delivery of Probation services
• Supporting planning and finalising agendas for meetings, overseeing coordination 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‑coordinate appointments and engagements
• Keeping up to date with changes in key external partnerships relating to Probation service delivery
• Contributing towards the organisation and coordination of large‑scale divisional events
• Coordinating and collating 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
• Using communication effectively
• Providing information, feedback and advice
• Influencing and persuading
• Participating in meetings where appropriate
• Using appropriate skills, styles and approaches
• Enhancing own performance
• Managing own resources and professional development
• Using information to take critical decisions
• Liaising with staff to receive, collate and analyse information, using systems and compiling reports as necessary
• Developing and utilising data to identify trends and taking appropriate action to maintain and enhance performance
• Planning, implementing and managing systems for the exchange of sensitive information, data and intelligence

Essential Experience

• Experience of managing the diary of a senior executive
• Experience of providing a wide range of management support activities

Technical Requirements

• NVQ Level 2 or equivalent in a relevant subject (or appropriate practical experience)
• IT Skills: Microsoft Word, Excel, Outlook and PowerPoint

Hours of Work

Unsocial Hours Allowances

Benefits

• Annual leave: 25 days on appointment, increasing to 30 days after five years’ service, plus public holidays
• Local Government Pension Scheme (LGPS) through the Greater Manchester Pension Fund (GMPF)
• Extensive training and development opportunities
• Employee‑run networks providing advice and support to minority groups, disabled staff, women, carers and LGBTQ+ staff
• Family‑friendly policies, including reduced hours or job share
• Flexible benefits such as voluntary benefits, retail vouchers and discounts
• Paid paternity, adoption and maternity leave
• Free annual sight tests for employees who use computer screens

All candidates are subject to security and identity checks prior to taking up post.

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