Executive Assistant / Diary Manager Private Office

www.findapprenticeship.service.gov.uk - Jobboard; City of Westminster; On-site; GBP 30,000 - 45,000; Full time

Job summary

A government department in the UK is seeking a Diary Manager / Executive Assistant to support senior officials. The role involves managing diaries, coordinating briefings, and handling Parliamentary correspondence. Ideal candidates will have strong interpersonal skills and the ability to prioritize effectively in a dynamic environment. This position requires a presence in the London office at least 4 days a week and cannot accommodate part-time arrangements.

Benefits

Private Office allowance of £5,000 per annum

Qualifications

• Must have experience in managing a diary and coordinating schedules.
• Strong communication skills required for liaising with stakeholders.
• Experience in handling Parliamentary business is beneficial.

Responsibilities

• Manage the diary, ensuring it is accurate and up to date.
• Advise principals on best use of their time and prepare necessary briefings.
• Act as the first point of contact for enquiries and manage correspondence.
• Support principals with Parliamentary business.
• Lead on logistical matters for travel arrangements.

Skills

Outstanding interpersonal skills

Attention to detail

Ability to prioritize multiple tasks

Job description

The Home Office works to build a safe, fair and prosperous UK. We achieve this through our work on counter-terrorism, policing, fire, crime, drugs policy, immigration and passports.

The Strategy Directorate is a central function bringing together Private Office, Parliamentary and legislative affairs, sponsorship of inquiries, arm’s length bodies and entities, delivery oversight, policy development and strategy. Private Office teams act as a bridge between the department and its ministers and permanent secretaries, helping to ensure the smooth running of the department and the effective delivery of business.

The role of Diary Manager / Executive Assistant sits at the centre of the Home Office, supporting Ministers, Permanent Secretaries, Special Advisers and their private offices. You will see how the Department runs from the centre and interacts with the rest of Whitehall.

Working in Home Office Private Office will provide exposure to and experience of a wide range of policy and operational areas within the Department and across Government – key to anyone looking to enhance their personal development and further their career aspirations.

Working alongside a team of Private Secretaries, you will be responsible for ensuring your principal’s day runs efficiently and their time is effectively managed, as well as being able to coordinate their briefing and effectively manage correspondence. The successful candidate will also be expected to liaise on Parliamentary business. This vital role requires outstanding interpersonal skills, attention to detail, and the ability to prioritise and prioritize multiple tasks in a fast-paced and dynamic environment.

Key responsibilities:

• Management of the diary, making sure it is accurate and up to date, and dealing effectively with short notice changes. Forward planning of the diary to ensure longer-term priorities, commitments and responsibilities are captured.
• Working with the team of Private Secretaries to advise the principals on how best to use their time, ensuring that they both have the right papers, and being able to brief them on the details of their engagements.
• Acting as a tactful and highly professional first point of contact for enquiries for principals both by phone, email and in person, managing communications and correspondence to arrange meetings, briefings, and other interactions.
• Supporting your principal and their teams with Parliamentary business to ensure all obligations are met in a timely manner.
• Forming and maintaining effective relationships with key personnel across the Home Office, other Departments and with wider stakeholders to help coordinate diaries and other business needs.
• Leading on logistical matters, including prioritising and planning domestic and international travel arrangements and ensuring value for money.
• This role may encompass assistance on key projects across Private Office and other ad hoc tasks appropriate to the grade.

Working pattern

Hours can be unpredictably varied and a Private Office allowance (£5,000 per annum) is payable, whilst in post, to cater for this. Due to business need, this role is not suitable for part-time or flexible working. You will need to be in the London office at least 4 days a week and at times 5 days.

Travel

Occasional travel to other HO locations may be required.