Diary Secretary to The Permanent Secretary

2 weeks ago

Belfast, United Kingdom Ministry of Justice Full time

Salary 1
- £27,223 - £28,613

Number of jobs available 1
- 1

Detail of reserve list 1
- 12 Months

Region 1
- Northern Ireland

City/Town 1
- Belfast

Building/Site 1
- MOJ NIO Erskine House, BT1 4GF

Grade 1
- EO

Organisation Grade for MoJ 1
- EO

Post Type 1
- Permanent

Working Pattern 1
- Full Time

Role Type 1
- Operational Delivery

Job description 1

**DEPARTMENT** NORTHERN IRELAND OFFICE
**POST VACANT** EO/Band D - Diary Secretary to the Permanent Secretary
**LOCATION** Erskine House, Chichester Street, Belfast, BT1 4GF
**DURATION** Permanent

**PAY** £27,223- £28,613
A Private Office allowance applies for this role.
**CLOSING DATE** 29th February 2024

**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.

**WHAT WE DO**

The Northern Ireland Office represents Northern Ireland interests at a UK Government level and UK Government interests in Northern Ireland. We have a wide range of responsibilities, including: underpinning political stability in Northern Ireland; overseeing the Northern Ireland devolution settlement; leading on national security policy in Northern Ireland; addressing the legacy of Northern Ireland’s past; delivering elections and constitutional reform in Northern Ireland; playing a key role in rebalancing the NI economy; representing NI interests, including on the border with Ireland, as the UK exits the EU. Our small size and diverse portfolio create a stimulating, fast-paced and challenging working environment, with regular engagement with a range of Ministers and senior officials. We support flexible working and have a modern, flexible IT system which helps enable this.

**ABOUT THE ROLE**:
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 Permanent Secretary and wider Senior Leadership Team (SLT). 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 Permanent Secretary’s dedicated Diary Secretary, you will have overall responsibility for their diary management. You will be working across the wider team to coordinate their diary, manage invitations, and organise all logistics for visits. You will also be responsible for supporting the Executive Support Team (EST) functions, including supporting SLT with diary management and the wider Private Office group. You will also support EST with the correspondence process, including proactively managing incoming and outgoing correspondence for the Department.

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 two private secretaries and colleagues in EST, all of whom are working together to deliver the best possible service to SLT and the Department. Your attitude will be much more important than direct experience in being successful in the role.

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

- Leading on the diary of the Permanent Secretary, with overall responsibility for all logistics, 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, to support the Permanent Secretary;
- Building strong working relationships with the Permanent Secretary, Private Office and officials across the Northern Ireland Office, as well as across government;
- Providing support to the Executive Support Team in their role as diary and administrative support to the SLT and wider department;
- Supporting EST with the correspondence process;
- Supporting a range of office processes and other ad hoc items.

**Essential Criteria**:

- Excelle

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