Diary Manager

This is an administrative role in NPS Divisional headquarters, clusters and functions. The role reports to the NPS Deputy Director or Head of Operational Function where appropriate and provides secretarial and administrative support as the primary point of contact. There are no line management responsibilities.

Before applying for this role, please read the following information about this opportunity found below.Responsibilities

• Manage and optimise the Deputy Director or Head of Operational Function’s diary.
• Coordinate schedules to resolve conflicting demands.
• Serve as first point of contact, directing queries to relevant parties.
• Screen telephone calls, general correspondence and e‑mails, highlighting priority work and responding with an understanding of Probation service delivery and partnership map.
• Produce a range of material from correspondence to complex confidential reports.
• Develop and maintain comprehensive electronic and manual filing systems supporting the operational delivery of Probation services.
• Plan and finalise agendas, distribute paperwork and take minutes at senior management meetings.
• Coordinate internal and external appointments, delegations and visits.
• Keep current with changes in key external partnerships related to Probation service delivery.
• Assist in organising large‑scale divisional events, booking rooms, arranging refreshments and preparing materials.
• Act with diplomacy on highly sensitive issues, maintaining strict confidentiality.
• Arrange business travel and accommodation for the Deputy Director or Head of Operational Function.
• Provide effective communication, feedback and advice; influence and persuade where appropriate.
• Participate in meetings and use appropriate skills, styles and approaches.
• Manage own resources and professional development.
• Analyse and compile information, using systems and compiling reports.
• Develop and utilise data to identify trends and take appropriate action.
• Plan, implement and manage systems for the exchange of sensitive information, data and intelligence.

Qualifications & Experience

• Experience managing a diary for a senior executive.
• Experience 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.

Benefits

• Annual leave: 25 days on appointment, increasing to 30 days after five years of service; pro‑rata for part‑time and job share posts.
• Pension: Covered by the Local Government Pension Scheme (LGPS) run through the Greater Manchester Pension Fund.
• Training: Extensive range of staff development opportunities.
• Employee‑run networks for minority groups, disabilities, caring responsibilities, women and LGBTQ+ staff.
• Family‑friendly policies, flexible benefits, childcare support information available through GOV.UK.
• Paid paternity, adoption and maternity leave.
• Free annual sight tests for employees using computer screens. xwzovoh

Equal Opportunities

The Civil Service is committed to attracting, retaining and investing in talent wherever it is found, and supports disability confidence and veteran recruitment initiatives.

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