Description
The Diary Manager role provides efficient diary management, coordinating schedules and meetings to the Head of Case Management and the Senior Management Team.
The Legal Aid Agency is an executive agency of the Ministry of Justice (MoJ), responsible for operationally administering the legal aid fund to provide criminal and civil legal aid advice to people in England and Wales.
Job Summary The role holder will provide support to the Head of Case Management acting as their Diary Manager which involves arranging meetings and acting as note taker across various Senior Management meetings and forums. Due to the nature of the work involved discretion and absolute confidentiality are essential.
Key Responsibilities:
- Provide proactive diary and correspondence management for the Head of Case Management, effectively prioritising competing demands and resolving scheduling conflicts using sound judgement and initiative.
- Ensure the Head of Case Management is fully briefed and provided with all relevant information and documentation in advance of meetings and engagements.
- Support the Senior Management Team with diary management and organising meetings and events, including booking appointments, arranging venues, travel and accommodation.
- Prepare agendas, attend meetings as required, and produce accurate minutes and records of discussions and decisions.
- Monitor and track actions arising from meetings including Senior Management meetings and Operational Leadership meetings, ensuring deadlines are met and escalating issues appropriately where required.
- Develop and maintain effective working relationships with a wide range of internal and external stakeholders, including senior leaders and partner organisations.
- Provide administrative and secretarial support to other senior managers within the Case Management Directorate as required.
- Act as Appeals administrator for the Criminal Cases Unit, liaising with Bar counsel and other external stakeholders to schedule appeal meetings.
- Work collaboratively with the Head of Finance, Performance and Governance to coordinate activity across the Senior Management Team.
- Manage travel bookings for the Senior Management Team and wider Case Management Directorate, ensuring compliance with organisational policies and service level agreements.
- Prioritise and manage routine administrative activities, including handling correspondence and responding to enquiries from internal and external stakeholders.
- Identify opportunities for improvements to practices, contribute to change initiatives and support the implementation of new ways of working.
- Work collaboratively with other Diary Managers to share best practice, improve consistency and ensure resilience across the service.
- Provide flexible diary management and administrative cover to the Chief Executive’s Office during periods of peak demand, annual leave and other staff absences to ensure continuity of service.
Essential Knowledge, Experience and skills
- Excellent organisational skills with the ability to prioritise workloads, meet competing deadlines and work effectively under pressure.
- Established communication, influencing and interpersonal skills, with the ability to build effective working relationships with stakeholders at all levels.
- Experience of tracking actions and monitoring progress to ensure deadlines and commitments are met.
- Excellent attention to detail and the ability to handle sensitive and confidential information with discretion.
- Proficient in the use of Microsoft Office applications, including Outlook, Word, Excel and Teams.
Desirable Knowledge, Experience and skills
- Proven experience of providing diary management and administrative support to senior leaders within a busy office environment.
- Ability to prepare clear and accurate correspondence, meeting papers, agendas and minutes.
- Ability to work with minimal supervision and as part of a team