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Diary Secretary to The Secretary of State for

2 months ago

London, United Kingdom Northern Ireland Office Full time

**Details**:
**Reference number**:

- 343336**Salary**:

- £37,174 - £40,403- A Civil Service Pension with an average employer contribution of 27%**Job grade**:

- Higher Executive Officer- HEO**Contract type**:

- Fixed term
- Loan**Length of employment**:

- For a period of up to 12 months**Type of role**:

- Operational Delivery**Working pattern**:

- Full-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- NIO 1 HORSE GUARDS ROAD, LONDON, SW1A 2HQ, SW1A 2HQAbout the job

**Job summary**:

- Please refer to job description**Job description**:
**HCS JOB DESCRIPTION**

**DEPARTMENT - **NORTHERN IRELAND OFFICE
**POST VACANT**:

- HEO - Diary Secretary to the Secretary of State for Northern Ireland
**LOCATION** - London
Occasional Travel to other office locations will be required.
**DURATION** - 12 month Loan/ Fixed Term Contract (with option to extend if necessary)
**APPLICATIONS INVITED FROM** - Existing Civil Servants and Non Existing Civil Servants
(Salary scale: Inner London £37,174 - £40,403

**CLOSING DATE** - 14th March 2024

**Background**

This is an exciting, varied role at the very heart of the Northern Ireland Office. You will join a friendly, high achieving private office team, where no two days are the same. We are looking for someone with a positive, can-do attitude who is ready to get stuck in to support the Secretary of State and wider Private Office. This is a role that is stretching and will give you a high level of exposure to the inner workings of Private Office.

As the Secretary of State’s dedicated Diary Secretary, you will have overall responsibility for his diary management. You will be working across the wider team to coordinate his diary, manage invitations, and organise all logistics for his visits. You will play a pivotal role in making sure all aspects of the

Secretary of State’s day and travel goes smoothly.

This is a role that will be suited to someone organised, communicative, and attentive to detail. Things can change at the last minute so you should be adaptable and patient. The team can be very busy so you will also need to be able to make informed decisions independently and with confidence. That said, you will be supported by a team of private secretaries, all of whom are working together to deliver the best possible service to ministers and the political team. Your attitude will be much more

important than direct experience in being successful in the role.

Please note that this role is London based, as it requires proximity to the Secretary of State who is predominantly in London.

**DUTIES AND RESPONSIBILITIES**:
The main responsibilities of the role include:

- Leading on the diary of the Secretary of State, with overall responsibility for all logistics, liaising with the protection team, and invites.
- Working with private secretaries to prioritise meetings and events, and scheduling meetings to ensure there are no conflicts;
- Arranging travel; communicating and working with partners across Government and beyond, in Belfast and internationally, to support the Secretary of State on his visits;
- Building strong working relationships with the Ministers, Special Advisers, Private Office and officials across the Northern Ireland Office, as well as across government;
- Supporting a range of office processes, including FOIs and other ad hoc items. You will be responsible for tracking T&S and travel spend for the Secretary of State Private Office.

**Essential Criteria**:

- Excellent organisational skills and attention to detail, with the ability to work effectively across a range of tasks.
- The ability to manage competing demands and priorities, remaining calm under pressure. An excellent work ethic and positivity, with a can-do, problem-solving mentality;
- The ability to build strong relationships with a range of stakeholders internal and external to Government, including Ministers and colleagues in other departments;
- The ability to deliver messages that can be difficult at times, especially when plans change at the last minute, with a range of senior stakeholders.

**Desirable Criteria**:

- Confidence in handling a range of information, making autonomous, informed decisions to make the best use of Ministerial time.
- An understanding of the Northern Ireland political system and how it works and an understanding of the work of the Northern Ireland Executive

**SELECTION PROCESS**:
The selection and interview process will consist of two stages:
**SIFT**
- A CV setting out your career history, with key responsibilities and achievements. Provide employment history that relates to the essential criteria, and that any gaps in employment history within the last 2 years are explained. The CV should not exceed more than 2 x A4 pages.
- You will be required to submit a statement of suitability no longer than 500 words. This should outline how you meet the essential and desirable criteria, a

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