Diary Manager

Please click apply to learn more about the role

and submit an application by5pm on Friday 22nd November 2024

Base is £34,093 + Pension of 28.97% (£9,876) Per Annum + 25 Hol Days

+ 2 days working from home a week + 3 days of your choosing from

100 Parliament Street SW1A + Coaching & Developing + More.

About Us

We are looking to fill two Diary Manager roles

within the Chief Finance Officers (CFO) Directorate from this recruitment.

We are looking for high performing and highly motivated individuals to support the running of the CFO Private Offices, working with other Diary Managers across ExCom Private Offices, the CFO Senior Leadership Team and their Private Offices, and teams across HMRC and wider government.

The CFO Group supports the smooth running of HMRC.

This allows HMRC to work more effectively and securely by providing professional Commercial, Estates, Finance, Banking, Risk Control, Financial Accounting, Internal Audit, Assurance, and Investment Governance and Financial and HR Shared Services. It also delivers the Location and Unity Programmes.

We need an independent, organised, and proactive individual, who is adept at acting on their own initiative whilst making a meaningful contribution to the work of the wider team.

Job Description

As the DM, you will occupy what can be a demanding role requiring forward thinking and sound judgement to manage often conflicting requests/priorities and to ensure the most effective use of their principals time.

The job is very varied, any description of tasks undertaken can only be partial, but will include:

• Diary Management:Planning, managing, and coordinating the diary. Preparing daily diary schedules, resolving any scheduling clashes, negotiating, and allocating time to short term and long-term priorities. Respond to queries from other parts of HMRC and liaising with staff and managers at all levels.

• Collating papers/briefing packs:Coordinating and collating briefings, meeting papers and to prepare a daily meeting pack in advance of all meetings.

• Meetings and travel preparations:As necessary, coordinating and managing the logistics, travel, accommodation and hospitality arrangements for any trips or travel. Furthermore, making sure practical arrangements are in place for meetings, including booking rooms, booking visitors in, and providing technical support when needed.

• Managing administrative responsibilities: Taking minutes and actions at some senior management meetings and flagging issues.

• Building relationships:Building, developing, and maintaining relationships with Private Offices within HMRC and across the Civil Service. This may include colleagues in your immediate team and directorate, other Private Offices, key internal and external stakeholders, and other stakeholders as needed.

• Wider support:Provide ad hoc support to the Private Secretary on the overall running of the Private Office.

• This role does not have any line management responsibilities.

Person Specification

Our DM's are proactive and organised.

Ideally with experience of working in a diary management or business support role.

You will be expected to prioritise your own workload and working responsibilities in line with your principal and your teams priorities, ensuring work is actioned in a timely manner to agreed deadlines.

• The ability to communicate and build effective working relationships with both peers and senior colleagues.
• Ideally will have some experience working in a Private Office or experience in a similar environment.
• Experience and the ability of working in a fast-paced, changing environment with competing demands managing your own time and that of your principal in a highly organised manner, prioritising multiple demands, good organisational skills, and the ability to understand your principals priorities and act accordingly.
• Enthusiasm to build a good understanding of your principals priorities and the work of the directorate.
• The ability to work collaboratively and flexibly with others and within a dynamic team, often to short deadlines, to achieve common goals.
• Good judgement and a considered approach to situations, tasks, and problems.
• Ideally will have some experience of building and maintaining working relationships with senior leaders/managing upwards.
• Experience of working with Office 365 (SharePoint, Outlook, OneNote, and Excel).

Desirable Criteria

• Some experience as a Personal Assistant/Business Support/Diary Manager, working in a Private Office or experience in a similar environment, with good organisational skills.
• Ideally will have some experience of building and maintaining working relationships with senior leaders/managing upwards.
• Diary and inbox management experience and a good knowledge of the functionalities available with Outlook, SharePoint, One Note.