Diary Secretary to The Secretary of State for

7 months ago

London, United Kingdom Ministry of Justice Full time

Salary 1
- £37,174 - £40,403

Number of jobs available 1
- 1

Detail of reserve list 1
- 12 Months

Region 1
- London

City/Town 1
- London

Building/Site 1
- NIO 1 HORSE GUARDS ROAD, LONDON, SW1A 2HQ, SW1A 2HQ

Grade 1
- HEO

Organisation Grade for MoJ 1
- HEO

Post Type 1
- Permanent

Working Pattern 1
- Full Time

Role Type 1
- Operational Delivery

Job description 1

**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 Permanent**
(Salary scale: Inner London £37,174 - £40,403, and a Private Office allowance)

**Who we are**

Passionate about Northern Ireland: flexible, empowering, inclusive

**Inclusion and diversity**

The Northern Ireland Office strives to be an inclusive employer and is recognised by its staff and externally as being an employer where Diversity and Inclusion are valued.

We hold a Diversity & Inclusion Charter Mark and are an accredited Disability Confident Leader organisation.

In March 2018 we won the award for Best Employer for Diversity & Equality in Northern Ireland (small employer category) in a Gala Award ceremony hosted by Legal-Island, a multi-award winning workplace compliance company based in Northern Ireland.

We have an active D&I network supporting colleagues through D&I Advocates, championed by our Directors.

We want all our people to feel valued for who they are and we are confident that you will find the NIO a warm, welcoming and inclusive place to work.

**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

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