23428 - Diary Manager to the Head of Operations South Central - Full time

The Ministry of Justice is seeking a Diary Manager to support the Head of Operations in the South Central region. This is a full-time, onsite role that sits within the National Probation Service’s South Central Headquarters. It’s a solid fit for someone who loves keeping complex schedules organized, handling confidential material with discretion, and providing dependable administrative backing to a senior leader.

The post is advertised externally and is based in Reading, with the option to span several South Central offices as needed. The successful candidate will work closely with the Deputy Director or Head of Operational Function, acting as their primary point of contact and helping run the division on a day-to-day basis. Travel within the region to support HoOPs, attend events and lead meetings is expected.

Salary ranges from £28,064 to £33,549 per year for a 37-hour week. The role is permanent and normally office-based, though MoJ offers hybrid working where business needs allow. Interviews are planned to be held in person in Reading or Basingstoke.

Keeping time for a senior leader

Your day-to-day focus will be diary management for a senior executive, balancing competing priorities and ensuring the schedule aligns with business needs. You’ll screen calls and emails, flagging high-priority items and directing queries with an understanding of Probation service delivery and the partnership map. Alongside calendar duties, you’ll provide a broad range of secretarial and administrative support, from drafting confidential reports to preparing communications and documents, while maintaining filing systems that help the team access key information quickly.

Part of the role is planning and finalising meeting agendas, coordinating paperwork, and distributing materials to attendees. You’ll take minutes at senior management gatherings and ensure records reach the right people. You’ll coordinate with internal and external colleagues to book meetings, arrange travel and accommodation, and welcome visitors, all while maintaining a professional standard of discretion when handling sensitive issues. You’ll also help organise large divisional events and keep up to date with changes in external partnerships related to Probation service delivery.

In addition, you’ll manage the logistics around meetings for both internal and external attendees, including room bookings and refreshments, and you’ll contribute to the smooth exchange of sensitive information and data, using systems to compile necessary reports and identify trends that inform decisions and performance improvements.

Must-have requirements

• Experience running the diary for a senior or executive-level leader, keeping schedules efficient and conflict-free
• Proven ability to provide a wide range of management support activities beyond day-to-day scheduling
• NVQ Level 2 or an equivalent qualification in a relevant subject, or solid practical experience
• IT proficiency across Word, Excel, Outlook and PowerPoint

Nice-to-haves

• Familiarity with Probation service delivery and the partnership landscape
• Experience organising large divisional events and coordinating complex meetings for diverse attendees
• Skill in developing and maintaining both electronic and manual filing systems
• readiness to travel within the South Central region to support HoOPs and events

Pay, benefits and practical details

The role offers a salary of £28,064 to £33,549 per year for a standard 37-hour week. It is a permanent, full-time position working onsite, with the possibility of hybrid arrangements where business needs allow. You can contribute to a flexible setup after joining, but initial posts will be based at a South Central office with travel within the region expected.

The successful candidate will work from Reading or another South Central site, with interviews taking place face to face in Reading or Basingstoke. The Civil Service environment includes security checks, and this post requires a DBS Standard level clearance. In terms of benefits, the MoJ offers a generous annual leave package starting at 25 days, rising to 30 days after five years, plus public holidays, with part-time or job-share arrangements pro-rated. The Local Government Pension Scheme applies via GMPF, with new entrants usually joining on Local Government terms. The department supports training and development and maintains networks for staff from minority groups, carers, women, disabled employees, and LGBTQ+ colleagues.

Other practical details you’ll want to know include the option for hybrid working where appropriate, a typical 37-hour week, and arrangements for flexible working patterns under the HMPPS Flexible Working policy. You’ll also encounter guidance about childcare support schemes, including Tax Free Childcare and other government schemes, with information available at the Gov.uk and related sites referenced by the department.

Advice for applicants

Lead your resume with a clear, focused summary that foregrounds your diary-management experience for a senior leader and your ability to keep confidential information secure.

Show how you’ve proven the must-have skills by giving concrete examples, mention the size of the executive you supported, how you resolved conflicting priorities, and a time you created a more efficient schedule that saved your leader time or improved outcomes.

Prepare for interview by assembling stories that illustrate the Behaviours this role tests: Working Together, Delivering at Pace, and Making Effective Decisions. Be ready to describe how you’ve supported meetings from planning through minutes and follow-up, as well as how you’ve handled sensitive information with tact and discretion.

Think of a sharp question to ask at the end of your interview. For example: what are the top priorities for the Deputy Director this quarter, and how would the Diary Manager contribute to achieving them? How is success in this role measured within the first six months?

How to apply

To apply, quote the job reference 23428 in your submission. If you need assistance during the process, you can call MoJ Recruitment on 0345 241 5359 (Monday to Friday, 8am–6pm) or email [email protected]. For HMPPS support, call 0345 241 5358 or email [email protected], and please reference job number 23428.