Job Description

The post holder is required to provide daily diary management and general administrative support to the Director in a high pressure environment. This necessitates the ability to priorities meetings and manage the diary in the most efficient and practical way.

Significant interaction is required with internal and external stakeholders.

The post holder is also required to prepare meeting papers along with other general administrative tasks such as taking minutes, typing and photocopying.

The post holder will be active in managing correspondence, undertaking project work and preparing information for bi-laterals.

The post-holder will deal with sensitive material on a regular basis, a high level of discretion and judgment is required.

Responsibilities, Activities and Duties

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

• Reviews emails and either replies on behalf of the Director or prioritizes for action either by reference to the sender, the content and/or dates for responses.
• Works with colleagues to progress or chase actions delegated to and from the Director to ensure they are addressed and responded to in a timely manner.
• Maintains daily contact with the Director to ensure that he/she is briefed fully on any events/issues which may arise in their absence.
• Act as a key contact in the office for general enquiries, 'signposting' queries to other functions/individuals where appropriate.
• Organizes meetings on behalf of the Director.
• Works with counterparts in other offices both within and external to HMPPS to co-ordinate diary arrangements often within tight time-constraints and conflicting priorities for dates, times and locations.
• Makes all travel/accommodation arrangements on behalf of the Director.
• Ensures that all diary arrangements are scheduled accurately and that the Director is made aware of any changes to the agreed schedule in a timely manner.
• Compiles details of agenda, attendees and papers required for meetings in a timely manner.
• Receives visitors on behalf of the Director.
• May be required to attend meetings and take minutes and subsequently maintain an action log.
• Ensures that documents prepared and sent out on behalf of the Director reflect HMPPS standards of formatting and presentation.
• Maintains all paper filling, ensuring compliance with archiving and retention policies.
• Monitors establishments [stability and risks reporting any issues to the Head of the Director [office/Business Manager and Director.
• Assists with the development of the strategy/business plan for the directorate.
• Collate and prepare bi-laterals and summaries information ensuring any subsequent actions are carried out.
• Manage office facilities.
• Act as a point of contact for procedural HR related matters.

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 alterations 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.

Behaviors

We'll assess you against these behaviors during the selection process:

• Changing and Improving
• Making Effective Decisions
• Managing a Quality Service
• Working Together
• Delivering at Pace

Benefits

• Access to learning and development

• A working environment that supports a range of flexible working options to enhance your work life balance

• A working culture which encourages inclusion and diversity

• A civil service pension

• Annual Leave

• Public Holidays

• Season Ticket Advance

Required Knowledge, Skills, and Abilities