7518 - Personal Assistant to the Head of Group (Bail Information Service)
| Dyddiad hysbysebu: | 04 Gorffennaf 2025 |
|---|---|
| Cyflog: | £33,275 i £38,316 bob blwyddyn |
| Gwybodaeth ychwanegol am y cyflog: | Fixed Term - Up to 12 months initially with the possibility of being made permanent |
| Oriau: | Llawn Amser |
| Dyddiad cau: | 21 Gorffennaf 2025 |
| Lleoliad: | UK |
| Gweithio o bell: | Hybrid - gweithio o bell hyd at 2 ddiwrnod yr wythnos |
| Cwmni: | Ministry of Justice |
| Math o swydd: | Cytundeb |
| Cyfeirnod swydd: | 7518 |
Crynodeb
Introduction to the role:
This role sits within the National HMPPS Bail Information Service (BIS).
BIS is a dedicated and pro-active service providing relevant, objective, and factual information to courts, enabling more informed decisions to be made regarding bail, it is delivered in courts and reception prison across England and Wales.
This is an administrative role managing the Head of Groups diary, providing general administrative support and office co-ordination as required.
• Reviews emails and either replies on behalf of the Head of Group 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 Head of Group to ensure they are addressed and responded to in a timely manner.
• Maintains daily contact with the Head of Group 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 Head of Group.
• 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 Head of Group.
• Ensures that all diary arrangements are scheduled accurately and that the Head of Group or 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 Head of Group.
• 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 Head of Group 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 Group’s office/Business Manager.
• Assists with the development of the strategy/business plan for the directorate.
• Collate and prepare bi-laterals and summarise information ensuring any subsequent actions are carried out.
• Manage office facilities.
• Act as a point of contact for procedural HR related matters
The post holder is required to provide daily diary management and general administrative support to the Head of Group 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 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 judgement is required.
The job holder will have no line manager responsibilities
This role sits within the National HMPPS Bail Information Service (BIS).
BIS is a dedicated and pro-active service providing relevant, objective, and factual information to courts, enabling more informed decisions to be made regarding bail, it is delivered in courts and reception prison across England and Wales.
This is an administrative role managing the Head of Groups diary, providing general administrative support and office co-ordination as required.
• Reviews emails and either replies on behalf of the Head of Group 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 Head of Group to ensure they are addressed and responded to in a timely manner.
• Maintains daily contact with the Head of Group 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 Head of Group.
• 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 Head of Group.
• Ensures that all diary arrangements are scheduled accurately and that the Head of Group or 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 Head of Group.
• 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 Head of Group 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 Group’s office/Business Manager.
• Assists with the development of the strategy/business plan for the directorate.
• Collate and prepare bi-laterals and summarise information ensuring any subsequent actions are carried out.
• Manage office facilities.
• Act as a point of contact for procedural HR related matters
The post holder is required to provide daily diary management and general administrative support to the Head of Group 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 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 judgement is required.
The job holder will have no line manager responsibilities