Job role: Diary Manager
Grade: EO
Directorate: Change
About us
HM Courts & Tribunals Service (HMCTS) is responsible for the administration of criminal, civil and family courts and tribunals in England and Wales. Our roles support our service users and colleagues, where people and businesses access potentially life-changing justice. We’re looking for individuals who are committed to public service and want to make a difference in people’s lives in delivering justice. If you’re interested in developing a career with a real purpose, please apply.
About the role
The Diary Manager to the Change Programme Directors is a critical role within the Directorate. You will be expected to work effectively with senior colleagues within HMCTS, the Ministry of Justice and wider Government.
Joining a dynamic team, this role provides an excellent opportunity to work at the heart of HMCTS HQ and Operations in a vibrant environment, learning how HMCTS operates on a national level. Working closely with the Director’s Office, Deputy Directors and other Directorates, the role will be fast paced, challenging, and rewarding.
The successful candidate will need to be organised, assertive and confident with the ability to prioritise a busy workload and work at pace. As a representative of the Change Director’s Office and wider Directorate, excellent communications skills, and the ability to remain calm and reliable under pressure are also essential.
Your role as the Diary Manager encompasses several key aspects (but not limited to):
To have overall responsibility for the management of the Programme Director’s diary and to enable the smooth running of the Director’s day to day activities.
To ensure that the diary is updated immediately as meetings are arranged, changed, or cancelled, ensuring that all details are accurate; to keep the Programme Director and all interested parties advised of any changes in a timely fashion.
Use own judgement to manage conflicting diary engagements and find ways of resolving them; to process all meeting invitations, planning ahead to ensure effective use of the Director’s time in line with their priorities.
To arrange and co-ordinate all necessary details of the Director’s visits, including all travel and hotel bookings, and to ensure that the Director is fully briefed.
Set up systems to track and monitor action points from meetings, ensuring these are followed up and resolved using appropriate means of escalation.
Attend meetings to take minutes/notes as required by the Programme Director.
Ability to produce clear and concise drafts at pace.
Supporting inbox management, including arranging all internal/external meetings, booking rooms and equipment, issuing calendar invites, preparing agendas and papers.
Foster effective working relationships with a wide range of colleagues and stakeholders within and outside of HMCTS, including the CEO’s office, other Directors’ offices, Ministers’ Private Offices, and Judicial Office, demonstrating good team working and communication skills.
Corporate responsibilities to support the Directorate, such as, leave charts and IT and induction support for new starters, including security checks/passes.
Effectively engage with the relevant people to obtain the most accurate information and get advice when unsure of how to proceed.
Support with requests from the Senior Management Team on an ad-hoc basis.
Other duties
The successful candidate is required to work in a flexible way and undertake any other duties reasonably requested by line management which are commensurate with the grade and level of responsibility of this post.
Who are we looking for? (Person Specification)
The ideal candidate for this position should demonstrate:
Essential
Experience of diary management and arranging meetings / preparing papers.
Skilled in the Microsoft office suite (specifically Excel, Word, Outlook, and PowerPoint).
A strong communicator, able to communicate messages clearly to a range of audiences at all levels - both verbally and in writing.
Strong organisational skills and ability to prioritise work.
The ability to build productive working relationships quickly and to engender confidence with colleagues and stakeholders.
Experience of managing conflicting priorities in a fast paced, constantly changing work environment to achieve successful outcomes.
Strong stakeholder management skills, with ability to work confidently with senior officials.
Desirable
The criteria below are desirable only. These will not be assessed throughout the recruitment process, but will be used in the event of tied scores between candidates:
Previous experience of managing a diary for a senior official.
Experience of taking minutes and/or drafting meeting documents
Further details
Working Pattern
Due to the nature of the role, a minimum 30 hours per week will be required for this role.
Travel Requirements
This role is advertised nationally; however, the successful candidate will occasionally be required to travel to London (102 Petty France) and other locations for team collaboration. Travel and accommodation costs incurred for official duties will be fully funded by HMCTS in line with departmental policy.
Opportunities for development
This is an excellent opportunity to gain experience of working with senior management and being exposed to a broad range of work.
About our benefits
We reward our people for their hard work and commitment. We have a number of family
friendly and flexible working polices that will help you achieve a healthy work-life balance. In addition, we offer a range of employee benefits which include generous annual leave, a highly competitive contributory pension scheme, childcare benefits, season ticket and bicycle loans.
Proud to Serve. Proud to keep justice going.