22979 - Directors Secretary

Ministry of Justice•Boston, MA

7d•Hybrid

About The Position

The post-holder is responsible for managing the Director’s Diary, and providing any general administrative support as required. The post-holder reports to the Director’s Business Manager and then to the Director. 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 prioritise meetings and manage the diary in the most efficient and practical way. Significant interaction with internal and external stakeholders is required. 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 deal with sensitive material on a regular basis; a high level of discretion and judgement is required.

Requirements

Ability to prioritise meetings and manage the diary efficiently.
Ability to deal with sensitive material with discretion and judgement.
Ability to compile agendas, attendees, and papers for meetings.
Ability to maintain paper filing and comply with archiving policies.
Ability to work in a high-pressure environment.
Ability to interact with internal and external stakeholders.
Ability to prepare meeting papers, take minutes, type, and photocopy.
Ability to manage actions delegated to and from the Director.
Ability to organize meetings.
Ability to make travel and accommodation arrangements.
Ability to ensure accurate scheduling and timely communication of changes.
Ability to receive visitors.
Ability to maintain an action log.
Ability to ensure documents reflect HMPPS standards.

Nice To Haves

Experience in a similar role supporting a Director.
Familiarity with Civil Service or HMPPS administrative procedures.

Responsibilities

Reviews emails and either replies on behalf of the Director or prioritises 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.
Organises 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 agendas, attendees and papers required for meetings in a timely manner.
Receives visitors on behalf of Director.
May be required to attend meetings to 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 filing, ensuring compliance with archiving and retention policies.