Assistant Manager - Bilateral Credit

The Organic Pharmacy; Eastleigh; Hybrid; GBP 40,000 - 60,000; Full time

Job summary

A governmental department in the United Kingdom is seeking an experienced individual to manage a minister's diary and scheduling engagements. This full-time position involves collaborating with the Minister and their private secretaries to ensure smooth operations in a fast-paced environment. The ideal candidate will possess a high level of discretion and autonomy, capable of prioritizing tasks under pressure. The role includes providing secretariat support and responding to enquiries efficiently. A commitment to teamwork and collaboration is essential.

Qualifications

• Experience managing a minister's diary and scheduling engagements.
• Ability to prepare briefings and papers in advance of meetings.
• High level of discretion and autonomy suitable for senior civil service.

Responsibilities

• Schedule meetings, events, and parliamentary obligations for the minister.
• Manage the minister’s diary and balance competing priorities.
• Provide secretariat support by drafting minutes and actions.
• Respond to high-priority enquiries in a timely manner.
• Collaborate with other diary managers for coverage and best practices.

Skills

Diary management

Scheduling

Discretion

Collaboration

Time management

Job description

Overview

The principal responsibility of this role is to manage a minister's diary. You will work closely with the Minister and their private secretaries to ensure the minister fulfils parliamentary and policy portfolio obligations. The role is within the Department for Environment, Food and Rural Affairs (Defra), supporting the government's Growth Mission, regulation and regulatory reform, and Defra's ministerial and private office functions. This is a full-time, ministerial private office role based in London (with some roles requiring London or York locations as applicable). The position offers an opportunity to progress within the department and build strong working relationships across the team.

Responsibilities

• Schedule meetings, events, visits, and parliamentary obligations for the minister, ensuring alignment with political, departmental, and parliamentary priorities.
• Manage the minister’s diary in collaboration with the Minister and their private secretaries, balancing competing priorities and negotiating compromises with stakeholders.
• Provide secretariat support as required, drafting accurate minutes and actions and distributing them in a timely fashion.
• Manage busy inboxes, assess and respond to high-priority enquiries, and escalate as appropriate.
• Work with other diary managers across Defra to provide cover during periods of absence and to share best practice.
• Develop an understanding of the directorate to provide wider support as required and support ministerial priorities with sensitivity to reputational considerations.

Required experience and skills

• Scheduling diary engagements and room bookings, providing guidance on optimising timings.
• Proactive scheduling and prioritisation to meet challenging deadlines for a government minister.
• Ensuring papers and briefing are prepared in advance of meetings to keep the minister informed and ready.
• High level of discretion, autonomy, and leadership appropriate to senior civil service roles.
• Ability to work under pressure, make tough decisions, and adapt quickly to changing situations while maintaining a healthy work-life balance.
• Strong collaboration with colleagues and a proactive approach to supporting the team.

Location and contractual information

Location: London (ministerial private office roles). The agreed contractual workplace will be the substantive and permanent place of work for the successful candidate, in line with Defra location policy. The Civil Service requires at least 60% of working time in an organisation workplace with the remainder flexible from home, and travel costs follow departmental policies.

Other notes

Defra includes the core department and its agencies. We recognise the challenges faced by people with protected characteristics and are committed to being an inclusive employer with equal opportunities. This role will assess your Behaviours, Strengths and Experience as part of the selection process.