HQ Job Description (JD)
Band 3
Directorate: Commissioning & Commercial
Job Description: Diary & Admin Hub Support Officer to
Director/Deputy Director/Head of Group
Document Ref.
OR‐JES‐HQ‐0412_Diary & Admin Hub Support Officer to
Director/Deputy Director/Head of Group_v1.0
Document Type
Management
Version
1.0
Classification
Unclassified
Date of Issue
Status
Baselined
Produced by
Head of Group
Authorised by
Reward Team
JD Evidence
OR‐JES‐HQ‐0412_Diary & Admin Hub Support Officer to Director/Deputy Director/Head of Group_v1.0
HQ Job Description
Job Title
Diary & Admin Hub Support Officer to Director/Deputy Director/Head of Group
Group / Directorate
Business Support Unit / Commissioning & Commercial
Band
3
Overview of the job
? To manage the Director/HoG/Unit’s diary on daily basis
? To provide general administrative support to Director/HoG/Unit’s and their
SMT’s
? Directly line managed by the Business Manager to Director/HoG/Unit
? Based in NOMS HQ, London
? This is not an operational role
Summary
The post holder is required to provide daily diary management and general
administrative support to the HoG/Unit/Director and general admin support to SMT.
This will necessitate the ability to prioritise meetings and manage the diary in the
most efficient and practical way. Interaction with internal and external stakeholders
will be required. The preparation of papers for meetings will be required along with
other general administrative tasks such as taking minutes, photocopying, and
vetting.
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities and Duties
and duties:
? Anticipate and identify potential problems in relation to issues arising within the
diary, particularly when priorities can change at very short notice. Use own
initiative to undertake action to minimise disruption to the scheduled workload.
To be responsible and provide a high level of administrative support to
Director/Deputy Directors/Heads of Group/Unit
? Accountable for the diary management for the Director/Deputy Directors/Heads
of Group/Unit and SMT where required, maintaining regular updates of
appointments, ensuring preparation for meetings
? As the Diary Manager to the Director/Deputy Directors/Heads of Group/Unit
you will be responsible for the smooth day to day running of the Diary
? To maintain a high level of confidentiality at all times
? Ensuring prompt and effective communication between Director/Deputy
Directors/Heads of Group/Unit and stakeholders, the organisation, private office
etc
? Maintaining and managing the Outlook contacts with relevant contacts from
stakeholders, private office, and internal staff
? Accountable for updating various databases to ensure important/relevant
information are captured for the unit e.g. leave sheets, staff movement sheets,
etc
? Provide flexible cover to assist Directors/Head’s of Group/Unit Business
Managers or Groups within DCC as requested
? Provide general administrative support to the Director/Deputy
Director/Head/Unit of Group’s Business Manager to include collation of data
and responses to stakeholders as requested
? Maintain the meeting room diary, ensuring all facilities are available
? Arrange meetings, including preparation work, taking minutes/notes and writing
up the minutes to a high standard
? Arrange timetabled meetings, keeping attendees updated of any changes
? Ensure all files, records and correspondence are saved and stored appropriately.
Electronic information should be filed/stored in accordance with HERM
(Headquarters Electronic Records Management)
? Provide general administrative support to other functions within the DC&C.
Duties carried out will be driven by the requirement of that function
OR‐JES‐HQ‐0412_Diary & Admin Hub Support Officer to Director/Deputy Director/Head of Group_v1.0
? Act as a Vetting Contact Point for the directorate, verifying vetting documents,
signing, copying, filling in forms and submitting onto the SSC to be processed
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.
Competencies
When there is a need to recruit to this post, competencies will need to be defined by
the Recruiting Manager.
The 4 Competency Framework clusters and their respective 15 competency indicators
are shown below:
Setting Direction
Changing & Improving:
Delivering Results:
Delivering at pace:
Engaging People:
Leading & Communicating: Collaborating & Partnering
NOMS Specific Skills and Behaviours:
Showing drive and resilience
Achieving a Safe, Decent and Secure Environment; Showing Drive and Resilience;
Caring; Persuading and Influencing; Acts with Integrity
In choosing competencies to recruit to, the recruiting manager should select around
4, but no more than 6 competency areas to include in the advert.
There may be additional professional competencies a Recruiting Manager will also
need to include if recruiting for one of the designated Civil Service Professions e.g. HR,
Health & Safety, Statistical Service, IT.
Please refer to the Civil Service Learning Portal - Professions Page for further details.
https://civilservicelearning.civilservice.gov.uk/learning/
NB: you need to be registered on Civil Service Learning to access the portal pages.
Minimum Eligibility
? All candidates are subject to security and identity checks prior to taking up post
? All external candidates are subject to 6 months probation. Internal candidates are
subject to probation if they have not already served a probationary period within
NOMS
? All staff are required to declare whether they are a member of a group or
organisation which the Prison Service consider to be racist
Essential Skills/
? Good working knowledge of Microsoft Office suite, particularly Word and
Qualifications/
Outlook
Accreditation/
? Sound communication skills, both written and oral
Registration
? Well organised and able to prioritise workload
? Able to work in a flexible way as part of an administrative team
? Vetting Contact Point training ‐ essential
OR‐JES‐HQ‐0412_Diary & Admin Hub Support Officer to Director/Deputy Director/Head of Group_v1.0
Hours of Work and
Allowances
OR‐JES‐HQ‐0412_Diary & Admin Hub Support Officer to Director/Deputy Director/Head of Group_v1.0