Diary Manager to DG Economic Security and Trade Relations
Department for Business and Trade
Apply before 11:55 pm on Saturday 19th October 2024
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About the job
Job summary
We are looking for a Diary Manager to join our Private Office team to the Director General (DG) for Economic Security and Trade Relations Group (ESTR). The Group’s vision is to invigorate secure and resilient economic growth by working with businesses, international partners, and across Government.
We do this through defending UK business and trade against economic shocks and statecraft, securing critical imports and supply chains, and protecting against unfair competition and trading rules. We also create growth by resolving market access barriers and implementing the UK’s FTA commitments.
The Private Office of the Director General is an exciting and fast-paced team that works to support the delivery of significant portfolio responsibilities. The diary manager will help to manage the busy day-to-day activities of the Director General to ensure the smooth and efficient functioning of the office. You will provide vital support and guidance to the Director General, the wider team and DG Group.
You will be the main contact point for all aspects of the Director General’s diary. You will use your unique position to support the Director General in ensuring they have all the necessary tools to manage their time and priorities effectively.
Job description
Diary Management - Planning, managing and coordinating the diary. Preparing daily diary schedules, resolving any scheduling clashes, negotiating and allocating time to the Director General's short, medium, and long-term priorities.
Support wider office – You will also be expected to perform a range of broader responsibilities within the private office when the need arises. This could include management of the inbox, commissions, and the DG’s internal and external communications.
Effective prioritisation - Actively monitoring and managing diary and engagement requests to ensure any urgent and important emails are identified and flagged to the Director General and Private Office team, and these emails are resolved.
Preparing documentation - Coordinating and collating briefings, meeting papers and to prepare a daily meeting pack in advance of all meetings.
Building relationships - Building, developing and maintaining relationships with Private Offices within the Department for Business and Trade, Treasury, Foreign Office, Cabinet Office, and across Whitehall. This may include colleagues in your immediate team and DG Group, Ministerial Private Offices, Officials’ Private Offices, key internal and external stakeholders, and other stakeholders as needed.
Meeting and travel preparations - As necessary, coordinating and managing the logistics, travel, accommodation and hospitality arrangements for any trips or travel. Furthermore, making sure practical arrangements are in place for meetings, including booking rooms, booking visitors in, and providing technical support in managing hybrid meetings.
Person specification
Person specification
- A team player, who is adaptable and willing to work in a dynamic environment.
- Excellent written and oral communication skills.
- Excellent interpersonal skills, with an ability to build good working relationships. Strong stakeholder management skills – an ability to engage with a wide range of individuals from across the organisation.
- Proactive approach to work responsibilities.
- Protective of sensitive personal information.
Essential criteria
- Excellent multi-tasking ability and coordination skills.
- Excellent attention to detail.
- Competent working knowledge of Excel, Word, Teams.
Desirable criteria
- Prior experience as an executive or personal assistant and/or diary manager is highly desirable.
Behaviours
We'll assess you against these behaviours during the selection process:
- Delivering at Pace
- Working Together
- Managing a Quality Service
We only ask for evidence of these behaviours on your application form:
- Delivering at Pace
Benefits
- Learning and development tailored to your role
- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an employer contribution of 28.97%
We recognise the challenges that people with (multiple) protected characteristics may experience on the job market and in their career progression. We are fully committed to being an inclusive employer and ensuring equal opportunities. We are keen to make our workforce as diverse as possible, and we hope to attract applications from underrepresented groups, including ethnic minorities, people with a disability, and people with gender diverse identities.
Please refer to the attached candidate pack for further information on our benefits.
Things you need to know
Selection process details
Interviews for this vacancy will be conducted virtually. We will, however, consider in-person interviews by exception.
Please ensure that you check your emails regularly as all updates from us will be sent to you this way.
To apply for this post, you will be asked to complete the following as part of the online application:
- 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.
- A Personal Statement of 750 words to cover how you meet personal specifications set out in this job description.
- An example that provides supporting evidence for the Delivering at Pace behaviour.
It is likely that the sift will take place 1 week after the closing date and interviews 2-3 weeks after the closing date though this is subject to change.
In the event of a large number of applicants, an initial short sift will be conducted on the Delivering at Pace behaviour. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.
If you progress through the sift, you will be invited to a first interview. This interview will be conducted by a panel, and you will be assessed on three behaviours (see below) and strengths.
- Delivering at Pace
- Working Together
- Managing a Quality Service
Top scoring candidates from the first interview will be invited to a second interview with the DG for Economic Security. The second interview will include strengths questions.
Strengths are designed to test your innate talents so are not listed on the advert to ensure you provide a natural answer.
Reasonable Adjustments
We are committed to supporting candidates so they can perform at their best throughout the recruitment process. This includes making reasonable adjustments to our process. In order to request an adjustment:
Complete the ‘Assistance required’ section on the ‘Additional requirements’ page of your application form to tell us what changes or help you might need further on in the recruitment process.
Alternatively contact the Government Recruitment Service at DBTrecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.
If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.
Candidate Support
You may want to join a virtual Candidate Support Session. These sessions include helpful tips and advice on the recruitment process, from application to interview.
Please see attached Candidate Pack for further information on: Diversity and Inclusion; Benefits; Learning and Development; Working Patterns and what we deliver as a department.
Further Information:
- A reserve list may be held for a period of 12 months from which further appointments can be made. Reserve Lists will be for each location and appointments made in merit order based on location preferences.
- Any move to the Department for Business and Trade from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments.
- The Department will not consider sponsoring a visa or issuing a Certificate of Sponsorship. We are unable to offer advice on any Visa and Immigration cases.
- New 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. Any applicant who has 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.
- Terms and Conditions are attached. Please take time to read the document to determine how these may affect you.
- Please note – the successful candidate will be expected to remain in post for a minimum of 18 months before being released for another role.
- This role may be considered as a secondment opportunity. Please reach out to the hiring manager listed at the bottom of this advert to discuss.
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.
Vetting
The requirement for SC clearance is to have been present in the UK for at least 3 of the last 5 years. Failure to meet the residency requirements will result in your security clearance application being rejected.
For further information on National Security Vetting please visit the following page https://www.gov.uk/government/publications/demystifying-vetting
Feedback
Feedback will only be provided if you attend an interview or assessment.
Security
Nationality requirements
Working for the Civil Service
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).
Diversity and Inclusion
Apply and further information
Contact point for applicants
Job contact :
- Name : Millie Bardsley
- Email : millie.bardsley@businessandtrade.gov.uk
Recruitment team
- Email : dbtrecruitment.grs@cabinetoffice.gov.uk
Further information
If you feel your application has not been treated in accordance with these principles and you wish to make a complaint, you should in the first instance contact DBT by email: Resourcing@businessandtrade.gov.uk.
If you are not satisfied with the response you receive, you can contact the Civil Service Commission, which regulates all Civil Service recruitment.
For further information on bringing a complaint to the Civil Service Commission please visit their web pages: Click here to visit Civil Service Commission/Complaints
