Role Profile

NPS Job Description (JD)
NPS Band 3
Directorate: National Probation Service
Job Description: Diary Manager (Division, Function &
Cluster)

Document Ref.
NPS-JES-0048_ Pay Band 3 Diary Manager (Division, Function &
Cluster)_v4.0
Document Type
Management
Version
4.0
Classification
Unclassified
Date of Issue
04/07/19
Status
Baselined
Produced by
Head of Group
Authorised by
Reward Team
JD Evidence

NPS-JES-0048_ Pay Band 3 Diary Manager (Division, Function & Cluster)_v4.0

NPS Job Description
Job Title
Diary Manager (Division, Function & Cluster)
Directorate
National Probation Service
Band
3

Overview of the job
This is an administrative role in NPS Divisional  headquarters, clusters and functions
and reports to the NPS Deputy Director or Head of Operational Function as
appropriate
Summary
The role is to provide secretarial and administrative support to the Deputy Director or
Head of Operational Function by acting as the primary point of contact and assisting
in the management of the day to day running of the division, function or cluster
through the key tasks of diary coordination, compilation of correspondence and
documents and the organisations of meetings and other engagements.

The job holder will have no line manager responsibilities
Responsibilities,
The job holder will be required to carry out the following responsibilities, activities
Activities & Duties
and duties:

Manage Deputy Director or Head of Operational Function’s Diary
?  Supporting the Deputy Director or Head of Operational Function in meeting
business requirements by supporting them to resolve conflicting demands in
planning schedules
?  Efficient maintenance of the Deputy Director or Head of Operational
Function’s diary ensuring that time management is optimised
?  Acting as the first point of contact for the Deputy Director or Head of
Operational Function, using initiative and responding to and/or directing
queries to the relevant parties
?  Acting as a screening point for the Deputy Director or Head of Operational
Function’s 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 to the Deputy Director or Head of Operational Function,
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 the operational delivery of Probation
services and are effective in storing and retrieving key data
?  Support planning and finalising of agendas for meetings, overseeing co-
ordination 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-ordinate appointments and engagements
?  Keeping up to date with changes in key external partnerships which relate to
Probation service delivery
?  Contributing towards the organisation and coordination of large scale
divisional events
?  Coordination and collation of 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
NPS-JES-0048_ Pay Band 3 Diary Manager (Division, Function & Cluster)_v4.0

?  Arranging business travel and accommodation for the Deputy Director or
Head of Operational Function.
Use communication effectively
?  Providing information, feedback and advice
?  Influencing and persuading
?  Participate in meetings where appropriate
?  Using appropriate skills, styles and approaches
Enhance your own performance
?  Manage own resources and professional development
Use information to take critical decisions
?  Liaise with staff to receive, collate and analyse information, using systems and
compiling reports as necessary
?  Develop  and  utilise  data  to  identify  trends  and  take  appropriate  action  to
maintain and enhance performance
?  Plan,  implement  and  manage  systems  for  the  exchange  of  sensitive
information, data and intelligence

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
alternations 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
Behaviours
?  Working Together
?  Delivering at Pace
?  Making Effective Decisions
?  Changing and Improving
Strengths
It is advised strengths are chosen locally, recommended 4-8.

Essential Experience
?  Experience of managing diary of a senior executive
?  Experience of providing a wide range of management support activities
Technical
NVQ Level 2 or equivalent in a relevant subject (or appropriate practical experience)
requirements
IT Skills: Microsoft: Word, Excel, Outlook, and PowerPoint
Ability

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 HMPPS.
?  All staff are required to declare whether they are a member of a group or
organisation which HMPPS consider to be racist.
Hours of Work
37
(Unsocial Hours)
Allowances

NPS-JES-0048_ Pay Band 3 Diary Manager (Division, Function & Cluster)_v4.0

Success Profile
Strengths
It is advised
Behaviours
Ability
Experience
Technical
strengths are chosen
locally,
recommended 4-8.
Experience of managing diary of
NVQ Level 2 or equivalent in a relevant subject (or
Working Together

a senior executive
appropriate practical experience)
Experience of providing a wide
IT Skills: Microsoft: Word, Excel, Outlook, and
Delivering at Pace

range of management support
PowerPoint
activities
Making Effective Decisions

Changing and Improving

NPS-JES-0048_ Pay Band 3 Diary Manager (Division, Function & Cluster)_v4.0