Diary Manager

Job description

Job responsibilities

The diary manager will:

• Provide ad hoc and flexible support to the wider Private Office team, including deputising for the Assistant Private Secretary or Private Secretaries as required, and contributing to continuous service delivery across the team
• Provide comprehensive diary management, administrative, logistical and business support to the Director and Deputy Directors within the Public Health Microbiology Private Office.
• Be central to the effective functioning of the Private Office, ensuring senior leaders time is planned, prioritised and used efficiently to deliver organisational and directorate objectives.
• Take responsibility for the end-to-end management of senior leaders diaries, working proactively to schedule meetings, visits and engagements, balancing competing priorities and responding flexibly to changing demands. This will include exercising sound judgement to resolve diary conflicts, advising on priorities, and ensuring sufficient preparation time is built into the diary.
• Ensure that the Director and Deputy Directors are fully prepared for all meetings and engagements including commissioning, collating and quality-assuring briefing material, drafting and circulating agendas, chasing papers and updates from policy and operational teams, and producing accurate and timely daily and weekly diary packs.
• Maintain a strong understanding of key priorities across the directorate and wider Agency in order to support effective planning and briefing.
• Provide meeting coordination and secretariat-style support, including arranging meeting logistics (virtual and in-person), taking minutes when required, tracking actions, and following up with contributors to ensure actions and outputs are delivered.
• Ensure meetings are well-organised, professionally run and appropriately recorded.
• Manage invitations and correspondence on behalf of senior leaders, working closely with Private Office colleagues and policy teams to draft advice, coordinate responses and ensure communications are timely, accurate and appropriate.
• Work as part of a fast-paced, cross-cutting Private Office team, building strong working relationships across the organisation and with external stakeholders.
• Manage multiple workstreams simultaneously, maintain confidentiality at all times, and demonstrate resilience and professionalism under pressure.
• Provide flexible and ad hoc support to the wider Private Office, including providing cover for colleagues, deputising for the Assistant Private Secretary or Private Secretaries where appropriate, and contributing to business continuity and continuous service delivery across the team.

Essential criteria

• Experience of diary management and arranging meetings / preparing papers.
• A strong communicator, able to communicate messages clearly to a range of audiences at all levels both verbally and in writing.
• Ability to organise and support meetings, including drafting agendas, chasing papers, collating information, and ensuring accurate records and actions are maintained (including minute taking where required).
• Strong organisational skills and ability to prioritise work.
• Skilled in the Microsoft office suite packages (specifically Excel, Word, Outlook and PowerPoint)
• The ability to build productive working relationships quickly and to engender confidence with colleagues and stakeholders.
• Experience of managing conflicting priorities in a fast paced, constantly changing work environment to achieve successful outcomes.
• Experience of arranging travel, visits or logistics, working with internal and external stakeholders to ensure effective coordination and delivery.

Desirable criteria:

• Previous experience of working in public health or another healthcare-related area.

Selection Process

Stage 1: Application & Sift- Success profiles

You will be required to complete an application form. You will be assessed on the listed essential criteria, and this will be in the form of:

• An Application form (Employer/ Activity history section on the application)
• 1200 word Supporting statement

This should outline how you consider your skills, experience and knowledge provide evidence of your suitability for the role, with reference to the essential criteria.

You will receive a joint score for your application form and statement. (The application form is the kind of information you would put into your C.V please be advised you will not be able to upload your CV. Please complete the application form in as much detail as possible). Please do not email us your CV.

Healthjobs UK has a word limit of 1500, but your supporting statement must be no more than 1200 words. We will not consider any words over 1200 words.

Longlisting: In the event of a large number of applications we will longlist into 3 piles of:

• Meets all essential criteria
• Meets some essential criteria
• Meets no essential criteria

Only those who meet all essential criteria will proceed to shortlisting.

Shortlisting: In the event of a large number of applications we may conduct an initial sift, on the lead criteria of:

• Experience of diary management and arranging meetings / preparing papers.
• Ability to organise and support meetings, including drafting agendas, chasing papers, collating information, and ensuring accurate records and actions are maintained (including minute taking where required)
• A strong communicator, able to communicate messages clearly to a range of audiences at all levels both verbally and in writing.

If you are successful at this stage, you will progress to interview & assessment.

Feedback will not be provided at this stage.

Stage 2: Interview - Success profiles

You will be invited to a remote interview.

Interviews dates to be confirmed.

The Behaviours tested during the interview stage will be:

• Communication and Influencing
• Working Together
• Managing a Quality Service
• Delivering at Pace

Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Eligibility Criteria

External: Open to all external applicants (anyone) from outside the Civil Service (including internal applicants).

Location

This position is a hybrid role and can be based at any of our Core HQs in London, Leeds, Birmingham and Leeds, or from one of our Scientific Campuses in Colindale (London) and Porton.

Security Clearance Level Requirement

Successful candidates must pass a disclosure and barring security check.

Successful candidates must meet the security requirements before they can be appointed. The level of security needed is Security Clearance.For meaningful National Security Vetting checks to be carried out individuals need to have lived in the UK for a sufficient period of time. You should normally have been resident in the United Kingdom for the last 5 years as the role requires Security Check (SC) clearance. UK residency less than the outlined periods may not necessarily bar you from gaining national security vetting and applicants should contact the Vacancy Holder / Recruiting Manager listed in the advert for further advice.

Salary Information

If you are successful at interview, and are moving from another government department, NHS, or Local Authority, the relevant starting salary principles for level transfers or promotions will apply. Otherwise, roles are offered at the pay scale minimum for the grade, but in exceptional circumstances there may be flexibility if you are able to demonstrate you are already in receipt of an existing, higher salary. Pay increases are through the relevant annual pay award for the role and terms.

Please be aware that the salary is based on the office location

Executive Officer (EO)

£28,547- £33,196 (National)

£30,441- £35,576 (Outer London)

£32,624-£37,737 (Inner London)

Person Specification

Application form and Supporting statement

Essential

• Application form and Supporting statement

Interview - Behaviours

Essential

• Communication and Influencing
• Working Together
• Managing a Quality Service
• Delivering at Pace

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

UK Health Security Agency

Address

Core HQs/Scientific Campuses

London, Leeds, Birmingham, Liverpool, Colindale, Porton

E14 4PU

Employer's website

https://www.gov.uk/government/organisations/uk-health-security-agency (Opens in a new tab)