Diary Manager Birmingham, England
Job description
Details
Reference number
Salary
Job grade
Contract type
Business area
Type of role
Finance
Working pattern
Number of jobs available
Contents
Location
About the job
Benefits
Things you need to know
Apply and further information
Location
About the job
Job summary
The Department for Work and Pensions (DWP) touches the lives of every citizen in the country at some point in their life.
As the UK government’s largest public service provider, we support people into work, help disabled people live more independent lives, improve house and tackle homelessness, provide the financial foundation for a secure old age through the State Pension, and ensure children of separated parents have more opportunity to fulfil their potential through a better child maintenance system.
We are passionate about making a sustainable and positive impact to people’s lives every day by providing a modern, fair and affordable welfare system. We seek to be an exemplar of the Modern Civil Service so that we can better deliver for citizens and meet the challenges of tomorrow.
We’re looking for a Diary Manager to join the Business Strategy Directorate in Finance Group, looking after the Director’s diary, travel and accommodation while also being willing to take on any other tasks to support the Directorate. This is a varied role - you will be required to communicate confidently and effectively at all levels whilst demonstrating initiative, attention to detail, and resourcefulness both on your own and within a team.
Job description
As a Diary Manager you will;
- Manage the Deputy Director’s diary to ensure priority meetings and events take place and are aligned to the Business Strategy/Finance Group objectives and strategic outcomes
- Manage Deputy Director’s inbox to ensure high priority and urgent emails are appropriately managed, addressed and dealt with in a timely manner
- Use initiative, working independently to provide an excellent and consistent service to stakeholders, as well as liaising with the wider Business Support network
- Co-ordinate and manage internal and external meetings and conferences using the e-booking system and organising Video calls and Conferences, including the circulation of agendas and supporting documents
- Ensure efficient and effective use of the Director’s time, responding to last minute changes and accommodating unexpected, urgent requests
- Arrange appropriate travel arrangements on behalf of Deputy Director
- Support the wider directorate to progress key priorities (e.g. organising leadership events, Team meetings & directorate away-days)
- Ad-hoc work requests, in addition to core work load
Person specification
- Strong IT skills, particularly MS Teams, Outlook, Word, and Excel
- The ability to prioritise a broad range of competing priorities in a fast moving and complex environment. Handling challenging and demanding tasks whilst remaining calm under pressure
- Be a ‘Team Player’ within the Business Support Team, working collaboratively, effectively, and flexibly with the Directors Office and other Diary Managers
- Good communication skills, and able to engage professionally with stakeholders at all levels. Take time to consider the best communication channel to use for your audience, including making the best of digital resources
- You will be a consistent learner who is proactive about enhancing and expanding skill sets
- Previous Diary Manager/Administrative Support experience is desirable
Behaviours
We'll assess you against these behaviours during the selection process:
- Communicating and Influencing
- Making Effective Decisions
- Delivering at Pace
Benefits
- Generous annual leave - 23 days on entry, increasing up to 30 days over time (pro–rata for part time employees), plus bank holidays and one day of leave for the King’s Birthday. The exact number of days of annual leave will be determined by any current years of service
- Competitive maternity, paternity and parental leave we also recognise the importance of a good work-life balance and offer flexible working and a family friendly approach to work
- Training and apprenticeships and up to 5 days’ personal development & learning allowance
- Flexible/hybrid working
- Employee discount schemes
- Free well-being support
- Opportunities to make a real difference through joining forums, initiatives & charities
- Interest free travel loans
- Vodafone advantage discount scheme
- Highly sought after civil service pension
Your pension is a valuable part of your total reward package where:
The employer makes a significant contribution to the cost of your pension.
Your contributions come out of your salary before any tax is taken. This means, if you pay tax, your take-home pay will not be reduced by the full amount of your contribution; and
Your pension will continue to provide valuable benefits for you and your family if you are too ill to continue to work or die before you retire.
For more information, visit www.civilservicepensionscheme.org.uk
Things you need to know
Selection process details
The essential criteria detail the minimum expectations for the roles. Only those candidates with the strongest evidence will be invited to an interview.
As part of the application process you will be asked to complete a CV and also a personal statement (of no more than 1000 words). Further details around what this will entail are listed on the application form.
Please note that your personal statement should be aligned to the Essential Criteria detailed within the responsibilities above.
Applicants must also complete a Job History in the career section of the online application form, covering the last 5 years including any gaps in employment. Your Job History will be used to provide context to your experience statement.
Should a large number of applications be received, an initial sift will be conducted using the lead criteria which are:
- A proven track record of being able to plan, prioritise and organise workloads effectively and manage competing priorities in a business support team environment and delivering against tight deadlines. (First lead criteria)
- The ability to communicate clearly and effectively with people at all levels including senior leaders and operational colleagues, using a range of styles and methods to maximise understanding and impact, creating and maintaining excellent working relationships. (Second lead criteria)
Candidates who pass the initial sift may be progressed to a full sift, or progressed straight to assessment/interview.
Applicants meeting the agreed minimum standard will be interviewed using a blended approach of testing behaviours & strengths.
The behaviours tested during the interview stage are:
- Communicating and Influencing
- Making Effective Decisions
- Delivering at Pace
Sift and interview dates to be confirmed.
Further Information
Find out more about Working for DWP
A reserve list will be held for a period of 6 months from which further appointments can be made.
We would expect applicants to remain in post for a minimum of 2 years following appointment.
Any move to DWP from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk
Reasonable Adjustment
At DWP we value diversity and inclusion and actively encourage and welcome applications from everyone, including those that are underrepresented in our workforce.
We consider visible and non-visible disabilities, neurodiversity or learning differences, chronic medical conditions, or mental ill health. Examples include dyslexia, epilepsy, autism, chronic fatigue, or schizophrenia.
If you need a change to be made so that you can make your application, you should contact Government Recruitment Service via [email protected] as soon as possible before the closing date to discuss your needs.
Complete the “Reasonable Adjustments” section in the “Additional requirements” page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional.
Before applying for this vacancy, current employees of DWP should check whether a successful application would result in changes to their terms & conditions of employment, e.g. mobility, pay, allowances. Civil Servants that would transfer into DWP from other government organisations, following successful application, will assume DWP's terms & conditions of employment current on the day they are posted, unless DWP has stated otherwise in writing.
The evidence you provide in your application must relate to your own experiences. If evidence of plagiarism is found your application will be withdrawn.
If successful and transferring from another Government Department a criminal record check may be carried out.
In order to process applications without delay, we will be sending a Criminal Record Check to Disclosure and Barring Service on your behalf.
However, we recognise in exceptional circumstances some candidates will want to send their completed forms direct. If you will be doing this, please advise Government Recruitment Service of your intention by emailing [email protected] stating the job reference number in the subject heading.
New entrants are expected to join on the minimum of the pay band.
Applicants who are successful at interview will be, as part of pre-employment screening, subject to a check on the Internal Fraud Database (IFD). This check will provide information about employees who have been dismissed for fraud or dishonesty offences. This check also applies to employees who resign or otherwise leave before being dismissed for fraud or dishonesty had their employment continued. Any applicant’s details held on the IFD will be refused employment.
A candidate is not eligible to apply for a role within the Civil Service if the application is made within a 5-year period following a dismissal for carrying out internal fraud against government.
If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.
Please note: The closing date for your full application is 01/06/2023 at 23:55.
Feedback will only be provided if you attend an interview or assessment.
Security
See our vetting charter (opens in a new window).
Nationality requirements
This job is broadly open to the following groups:
- UK nationals
- nationals of Commonwealth countries who have the right to work in the UK
- nationals of the Republic of Ireland
- nationals from the EU, EEA or Switzerland with settled or pre-settled status or who apply for either status by the deadline of the European Union Settlement Scheme (EUSS) (opens in a new window)
- relevant EU, EEA, Swiss or Turkish nationals working in the Civil Service
- relevant EU, EEA, Swiss or Turkish nationals who have built up the right to work in the Civil Service
- certain family members of the relevant EU, EEA, Swiss or Turkish nationals
Working for the Civil Service
We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).
Apply and further information
Contact point for applicants
Job contact :
Recruitment team
Further information
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission. Click here to visit the Civil Service Commission.
