Diary Manager and Assistant Private Secretary

LondonJob SummaryIn the Department of Health and Social Care, we are proud of our purpose – to enable everyone to live more independent, healthier lives for longer. To achieve this, and create a great place to work, we have four values: we are inclusive, we constantly improve, we challenge, and we are agile. If this sounds like an environment you would like to work in, we would love to hear from you.This is a fantastic opportunity to work in a minister’s Private Office as a Diary Manager and Assistant Private Secretary. In Private Office, we support the ministerial team to deliver on the government’s priorities, as their interface with the department. This often means working on the most exciting and important issues of the day. We help ministers to set their priorities, make best use of their time and take informed decisions. Private Office is a fast-paced environment, and every day is varied, exciting and stretching.Job DescriptionThis is an exciting and stretching role with a high level of responsibility and profile across the department and wider government. The successful candidate will lead the minister’s diary, helping them to spend their time where it is most needed. This will require liaising with senior colleagues across the department, the wider private office and special advisors. You will also lead on part of the minister’s portfolio, helping them to deliver their agenda. You will be part of a wider team of five or six.The role is dynamic and rewarding, offering regular interaction with ministers and senior colleagues.To note, Private Office roles require you to work primarily from 39 Victoria Street, London and take part in a duty rota, be ‘on call’ and work some unsocial hours – including weekends. For this a Private Office Allowance is payable to the successful applicant while in post.This is an exciting and stretching role with a high level of responsibility and profile across the department and wider government. The successful candidate will lead the minister’s diary, helping them to spend their time where it is most needed. This will require liaising with senior colleagues across the department, the wider private office and special advisors. You will also lead on part of the minister’s portfolio, helping them to deliver their agenda. You will be part of a wider team of five or six.The role is dynamic and rewarding, offering regular interaction with ministers and senior colleagues.To note, Private Office roles require you to work primarily from 39 Victoria Street, London and take part in a duty rota, be ‘on call’ and work some unsocial hours – including weekends. For this a Private Office Allowance is payable to the successful applicant while in post.Person specificationWe are looking for someone curious and proactive, who is good at balancing priorities and communicating effectively. No previous experience working for ministers is required.Role ResponsibilitiesKey Responsibilities:Working closely with the minister and understanding their needs and priorities.Supporting the smooth running of the minister’s diary, managing and prioritising conflicting requests for meetings.Managing invitations from external stakeholders, commissioning advice from policy officials and agreeing which invites the minister should prioritise.Supporting the Visits Team and Private Secretaries in organising visits.Supporting ministers by delivering a high-quality service for correspondence, Freedom of Information requests and Parliamentary questions.Building excellent relationships with other ministerial offices / Special Advisers’ office.Managing a small policy portfolio on behalf of the minister, commissioning briefings, supporting in meetings and providing sound advice to aid ministerial decision-making.Delivering an excellent service in a high-pressure environment.Please note that you may be required to work flexibly across roles that support ministers, depending on what the most pressing issues are.EssentialKey skills and experience required for the roleConfident working with senior stakeholders.Experience of communicating effectively with a wide range of stakeholders.Capability to work effectively under pressure and at pace.Good time-management, organisational and prioritisation skills.Proficient with Microsoft Office, including Word, Excel and Outlook.Able to navigate multiple priorities to achieve the best outcome.Strong judgment and critical thinking skills.DesirablePrevious experience of working in a ministerial private office or individuals in a senior position.BehavioursWe'll assess you against these behaviours during the selection process:Delivering at PaceCommunicating and InfluencingWorking TogetherAlongside your salary of £33,849, Department of Health and Social Care contributes £9,806 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.Learning and development tailored to your roleAn environment with flexible working optionsA culture encouraging inclusion and diversityA Civil Service pension with an employer contribution of 28.97%Selection process detailsThis vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.Applications will be sifted W/C: 08/12/2025Interview date: W/C 15/12/2025The interview will take place at 39 Victoria Street, LondonFurther details and interview slots will be released to candidates who are successful at sift.Applications will be sifted on CV and Personal Statement.An initial sift based on Personal Statement may be held if a large number of applications are received. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.Please use your CV to set out your career history, highlighting specific responsibilities and achievements that are relevant for this role. These can be found in the ‘key skills and experience required for the role’ section of the advert.Please use your personal statement to (in no more than 250 words) outline how you meet the key skills and experience required for the role as set out in the job advert.At interview candidates will be assessed on Behaviours and Strengths.To find out more about working in the department please visit our page on the Civil Service careers website https://www.civil-service-careers.gov.uk/departments/working-for-the-department-of-health-social-care/ and to find out more information on how to apply visit the Civil Service careers website https://www.civil-service-careers.gov.uk/how-to-apply/Applicants who are appointable but were not successful in appointment to this vacancy, may be held on a reserve list for up to 12 months, and contacted if similar vacancies become available.Please be aware that some travel may be required across the DHSC estate.Candidates must ensure that all information provided in their application is factually accurate. Any examples provided must be taken from personal experience. The Civil Service abides by honesty and integrity as part of its core values, if evidence of plagiarism is found, applications may be withdrawn.Please note that applicants will require CTC clearance.For CTC clearance, candidates must have been a resident in the UK for the past 3 years.Further InformationAny move to DHSC 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; for further information visit the Childcare Choices website.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 Pre-EmploymentChecks.grs@cabinetoffice.gov.uk stating the job reference number in the subject heading.Please be aware the levels of national security clearance are changing which may impact on the level needed for this role by the time of appointment. All efforts will be made to keep candidates informed of any changes and what that will mean in terms of vetting criteria. For more information please See our vetting charterNew 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.This role is being advertised on a permanent basis. If preferable, Loan or Secondment options will also be available for existing Civil Servants (Loan) and applicants from accredited NDPBs or any other employer (Secondment). Prior agreement to be released on a loan basis must be obtained before commencing the application process. In the case of Civil Servants, the terms of the loan will be agreed between the home and host department and the Civil Servant. This includes grade on return.This role is full time only. Applicants who wish to work an alternative pattern are welcome to apply however your preferred working pattern may not be available and you should discuss this with the vacancy holder before applying.Terms and ConditionsCandidates should note that DHSC’s Terms and Conditions of employment changed from 1 October 2013. It is the candidate’s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful.New Entrants to the Civil ServiceNew entrants appointed in grades AA to G6 will receive DHSC’s modernised terms and conditions:Annual Leave: 25 days on entry rising by one day for each completed year of service to a maximum of 30 days and pro-rata for part-time staffPrivilege Leave: 1 day - for the King’s birthdayHours of Work: 37 hours (net) per week for full time staff in all geographical locations, including London and pro rata for part-time staffOccupational Sick Pay (OSP): one month full pay/one month half pay on entry, rising by one month for each completed year of service to a maximum of five months’ full pay and five months’ half payMobility: Mobility clause in contracts allow staff to be mobile across the Civil ServiceProbation: 6 month probation periodExisting Civil Service staff transferring from another Government department, on either level transfer or promotionAll staff moving to DHSC will transfer onto DHSC’s modernised terms and conditions (as outlined above).Existing DHSC staff, appointed on promotionIf DHSC’s modernised terms and conditions are already held, the employee will retain those terms and conditions. If DHSC’s pre-modernised terms and conditions are held, the employee will transfer onto DHSC’s modernised terms and conditions (as outlined above).Reasonable AdjustmentIf a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes.If you need a change to be made so that you can make your application, you should:Contact Government Recruitment Service via dhscrecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.Complete the ‘Assistance required’ 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.If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.Feedback will only be provided if you attend an interview or assessment.This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.SecuritySuccessful candidates must undergo a criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).See our vetting charter (opens in a new window).People working with government assets must complete baseline personnel security standard (opens in new window) checks.Successful candidates must undergo a criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is counter-terrorist check (opens in a new window).See our vetting charter (opens in a new window).People working with government assets must complete baseline personnel security standard (opens in new window) checks.Nationality requirementsThis Job Is Broadly Open To The Following GroupsUK nationalsnationals of the Republic of Irelandnationals of Commonwealth countries who have the right to work in the UKnationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil ServiceFurther information on nationality requirements (opens in a new window)Working for the Civil ServiceThe Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.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).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.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).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.Diversity and InclusionThe Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.Contact point for applicantsJob ContactName : Carl PlaneEmail : Carl.Plane@dhsc.gov.ukRecruitment teamEmail : dhscrecruitment.grs@cabinetoffice.gov.ukFurther informationIf you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact the DHSC Central Recruitment Team at DHSCrecruitment@dhsc.gov.ukIf you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: https://civilservicecommission.independent.gov.uk/contact-us/