Executive Assistant – Diary Manager – Permanent Secretaries’/ Ministerial Private Office
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.
These roles sit at the centre of the Home Office, supporting the Permanent Secretaries / Minister in their Private Office.
Working in Home Office Private Office will provide the opportunity to see how the Department runs from the centre and interacts with the rest of Whitehall – key to anyone looking to enhance their personal development and further their career aspirations.
The role is Executive Assistant - Diary Manager to the Permanent Secretary/Minister. Working alongside a team of private secretaries, you will be responsible for ensuring your principle’s day runs efficiently and their time is effectively managed, as well as being able to co-ordinate their briefing and effectively manage correspondence.This vital role requires outstanding interpersonal skills, attention to detail, and the ability to prioritise 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 Permanent Secretaries / Minister on how best to use their time, ensuring that they 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 both Permanent Secretaries / Minister by phone, email and in person, managing communications and correspondence to arrange meetings, briefings and other interactions.
- Forming and maintaining effective relationships with key personnel across the Home Office, other Departments and with wider stakeholders to help co-ordinate diaries and other business needs.
- Leading on logistical matters, including prioritising and planning domestic and international travel arrangements and ensuring value for money.
Working pattern
Due to the business requirements of this role, it is only available on a full-time basis and is not suitable for part-time or flexible working.
The posts are office based (London – 2 Marsham Street) and due to unpredictable and long hours, the role attracts a Private Secretary allowance.