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Agent guide: [/agents.md](https://www.wearedevelopers.com/agents.md). --- # Diary Manager - Permanent - Full Time - PDU Bristol and South Gloucestershire (10206720) - Start date February 2027 - **Company:** HM Prison and Probation Service - **Location:** Bristol, UK - **Salary:** £28,064.0 - £33,549.0 - **Contract:** Permanent contract - **Skills:** Microsoft Word, Microsoft Excel, Microsoft Outlook, Databases, File Systems, Microsoft Office, Microsoft PowerPoint - **Published:** September 18, 2026 - **Apply:** https://www.indeed.com/viewjob?jk=a7df5b6e06105554 ## About the Role We will assess your experience for this role via the following methods Experience Questions Experience Questions Application Form Question Word Limit ## Description The job holder will be required to carry out the following responsibilities, activities 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. * 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 w * appropriate * Using appropriate skills, styles and approaches * 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 (w specified in Wales) Welsh, Please be aware that this role is scheduled to commence in February 2027, in line with the implementation of the new PDU Sifting on a lead behaviour - Should a large number of applications be received, an initial sift may be undertaken using the lead behaviour (Making Effective Decisions). Candidates who pass the initial sift will progress to full sift, or progress straight to interview. Please make sure that you are using the STAR method when answering the interview questions. The STAR method is a structured approach to answering interview questions by outlining the Situation, Task, Action, and Result of your experiences. New entrants' probationary period (6 months) is expected to be worked in the office. Working Arrangements & Further Information The MoJ offers Hybrid Working arrangements w business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone's circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review. For nationally advertised roles, the successful candidate(s) will be appointed to a MoJ office location, which may include their nearest Justice Collaboration Centre or Justice Satellite Office. This will be discussed and agreed on the completion of pre-employment checks. Some of MoJ's terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made. Standard full time working hours are 37 hours per week excluding breaks which are unpaid. HMPPS welcomes part-time, flexible and job-sharing working patterns, w they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the HMPPS' Flexible Working policy., Please provide a statement below as to how your qualifications and skills in using Microsoft Office and / or other IT databases will prepare you to perform in a Diary Manager role? Specific qualification requirements NVQ Level 2 or equivalent in a relevant subject (or appropriate practical experience) IT Skills: Microsoft: Word, Excel, Outlook, and PowerPoint Interview stage assessments Interview Dates Interview dates tbc Behaviours Making Effective Decisions Delivering at Pace Working Together Strengths Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed . Level of security checks required DBS Standard