Diary Manager - Croydon - Ruskin Square
5 days ago
Croydon
Diary Manager - Croydon - Ruskin Square About the job \n Job summary \n \nDiscover a career in your hands at HMRC. Whether you‘re seeking purpose, growth, or a workplace that gives you a true sense of belonging, hear from some of our employees as they share their story about what it‘s really like to work at HMRC.\n \nVisit our YouTube channel to watch the full series and come and discover your potential.\n \nWe are looking to fill three Diary Manager roles within the Chief Finance Officers (CFO) Directorate from this recruitment.\n \nWe are looking for high performing and highly motivated individuals to support the running of the CFO Private Offices, working with other Diary Managers across the CFO Senior Leadership Team and their Private Offices, and teams across HMRC and wider government. \n \nThe CFO Group supports the smooth running of HMRC. This allows HMRC to work more effectively and securely by providing professional Commercial, Estates, Finance, Banking, Risk Control, Financial Accounting, Strategic Investment and Delivery, Internal Audit, Assurance, and Investment Governance and Financial and HR Shared Services. It also delivers the Location and Unity Programmes. \n \nIt is imperative the post holder is an independent, organised, and proactive individual, who is adept at acting on their own initiative whilst making a meaningful contribution to the work of the wider team. \n Job description \n \nAs a Diary Manager, you will play a key role in supporting senior leaders by coordinating their time, priorities and commitments. You will use sound judgement to balance competing demands, ensuring business priorities are effectively managed and delivered.\n Key Responsibilities \n \n\n • Managing complex and frequently changing senior leader diaries, ensuring priorities are balanced and time is used effectively.\n, • Coordinating meetings, visits, events and travel arrangements, resolving scheduling conflicts and responding to changing business needs.\n, • Preparing and quality assuring briefing packs, meeting papers and supporting material to ensure senior leaders are fully prepared for meetings and events.\n, • Managing correspondence, inboxes and enquiries, responding where appropriate and ensuring actions are progressed in a timely manner.\n, • Building and maintaining effective working relationships with Private Offices, stakeholders and colleagues across HMRC and the wider Civil Service.\n, • Recording actions and minutes where required, monitoring progress and escalating issues appropriately.\n, • Providing flexible support and cover across the wider Private Office function to ensure business continuity.\n, • Using digital and AI-enabled tools, including Microsoft Copilot, to improve efficiency, streamline administrative processes and support effective decision-making.\n\n Person specification \n \nWe are looking for individuals who thrive in a fast paced environment and can confidently manage competing priorities while delivering high quality support to senior leaders.\n \n\n • Excellent organisational and planning skills, with the ability to manage multiple priorities and tight deadlines.\n, • Strong communication and stakeholder management skills, with the confidence to build effective relationships at all levels.\n, • The ability to work independently, use sound judgement and make informed decisions in a fast moving environment.\n, • A collaborative and flexible approach, with a commitment to supporting colleagues and achieving shared objectives.\n, • Attention to detail and the ability to handle sensitive information with professionalism and discretion.\n, • A proactive mindset and enthusiasm for understanding business priorities and delivering excellent service.\n\n Essential Criteria \n \n\n • Experience working within a Private Office, Executive Support, Administration or similarly fast paced environment supporting senior leaders.\n, • Experience managing complex diaries, competing priorities and changing demands while using sound judgement to make effective decisions.\n, • Experience building and maintaining positive working relationships with senior stakeholders and colleagues across a range of teams.\n, • Experience coordinating meetings, managing correspondence or inboxes, and delivering administrative support to agreed deadlines.\n, • Experience using Microsoft Outlook and other Microsoft 365 applications to manage diaries, meetings and business activities effectively.\n\n Working Pattern \n \nDue to operational needs, these posts are full-time; however, applicants who need to work a more flexible arrangement are welcome to apply. We cannot guarantee that we can meet all requests to work flexibly as any agreement will be subject to business ability to accommodate. Any request to work a more flexible arrangement should be made prior to your acceptance of the provisional offer.\n Additional Security Information \n \nPlease note that if you are appointed to 100 Parliament Street, as a condition of working in this location you will be required to obtain Counter Terrorist Check (CTC) level clearance.\n \nTo obtain this level of clearance, you will normally need to meet the minimum UK residency period, which for CTC is 3 years UK residency prior to your vetting application.\n \nYou may not be able to start in the location until clearance is granted.\n \nIf you have any questions about this residency requirement, please speak to the vacancy holder for this post.\n Further Location Information \n \nPlease ensure that you only apply for a location that you are willing and able to work from, as we will only make one offer of employment. Any additional notes included in a ‘Further Location Preferences (optional)‘ field within the application form, will not be considered. Please be aware that you cannot change your location preference after submitting your application.\n Office Closures \n \nIf your location preference is for the following site, it‘s important to note that this is not long-term site for HMRC and we will require you to move to a new building in the future, subject to our location strategy and the applicable employee policies at that time.\n \nFor more information on where you might be working, review this information on our locations (opens in a new window)\n \nThis site is:\n \n\n • Benton Park View, Newcastle - moving to Pilgrims Quarter, Newcastle\n\n \nYou will be given more information about what this means at the job offer stage.\n Leeds Location \n \nMoves Adjustment Payment will be available for this role, provided the successful applicant is a current HMRC colleague in Bradford and meets the eligibility requirements outlined in the HMRC‘s Moves Adjustment Payment guidance.\n Behaviours \n \nWe‘ll assess you against these behaviours during the selection process:\n \n\n • Managing a Quality Service\n, • Communicating and Influencing\n\n \nWe only ask for evidence of these behaviours on your application form:\n \n\n • Managing a Quality Service\n\n Benefits \n \nAlongside your salary of 31,096, HM Revenue and Customs contributes 9,008 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).\n \nHMRC operates both Flexible and Hybrid Working policies, allowing you to balance your work and personal commitments. We welcome applications from those who need to work a more flexible arrangement and will agree to requests where possible, considering our operational and customer service needs.\n \nWe offer a generous leave allowance, starting at 25 days and increasing by a day for every year of qualifying service up to a maximum of 30 days.\n \n\n • Pension - We make contributions to our colleagues‘ Alpha pension equal to at least 28.97% of their salary.\n, • Family friendly policies.\n, • Personal support.\n, • Coaching and development.\n\n \nTo find out more about HMRC benefits and find out what it‘s really like to work for HMRC hear from our insiders or visit Thinking of joining the Civil Service\n Things you need to know \n Artificial intelligence \n \nArtificial intelligence can be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be withdrawn and internal candidates may be subject to disciplinary action. Please see our candidate guidance (opens in a new window) for more information on appropriate and inappropriate use.\n Selection process details \n \nThis vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours and Experience.\n How to Apply \n \nAs part of the application process, you will be asked to provide the following:\n \n\n • A name-blind CV including your job history, previous skills and experiences. \n A 500-word Personal Statement which should be used to describe how your skills and experience would be suitable for the advertised role, making reference to the Essential Criteria and Person Specification as outlined in the advert.\n • A 250-word statement addressing the lead Behaviour - Managing a Quality Service.\n\n \nFurther details around what this will entail are listed on the application form.\n Sift \n \nIn the event of a large number of applications being received, an initial sift may be held on your CV. \n \nAt full sift your CV, your Behaviour statement and your Personal Statement will be assessed, with the successful candidates being invited to interview. \n \nWe may also raise the score required at any stage of the process if we receive a high number of applications.\n Interview \n \nDuring the panel interview, your Experience will be assessed and you will be asked Behaviour-based questions on Managing a Quality Service and Communicating and Influencing to explore in detail what you are capable of.\n \nInterviews will take place virtually via video link.\n \nSift and interview dates to be confirmed.\n \nPlease note that circumstances may arise that require the planned interview format to change. We will endeavour to provide you with as much notice of any change as possible.\n Eligibility \n \nPlease take extra care to tick the correct boxes in the eligibility sections of your application form. Mistakes sometimes happen but if you contact us later than two working days (Monday-Friday) before the vacancy closes, we may not be able to reopen your application for you. If you do make a mistake with your eligibility form, or have withdrawn yourself in error and need your application reinstated whilst the campaign is still live, please contact us via: - Use the subject line to insert appropriate wording for example - ‘Please re-open my application - (insert vacancy ref) & vacancy closing date (insert date)‘. \n \nTo check that you are eligible to apply for this role, please review the eligibility information before submitting your application.\n \nExceptionally, candidates who are not successful at this grade may be considered for appointment to similar roles at a lower grade where the eligibility criteria are met. If this applies, we will contact you directly.\n Sponsorship \n \nWe have assessed this role against both Home Office and HMRC criteria and we are unable to offer sponsorship for a Skilled Worker Visa. This means the vacancy is not open to applicants who require visa sponsorship.\n The HMRC app can help you with your application \n \nThe HMRC app can provide you with your past 5 years‘ employment history, making the process of filling in your application quicker and easier.\n \nIf successful in your application, you will need your National Insurance number for the onboarding process.\n \nDownload the HMRC app now and save your National Insurance number to your digital phone wallet.\n How to download the HMRC app and sign up for an account \n \nDownload the free HMRC app from the App Store or Google Play store. \n \nIf you have an HMRC online account already, sign straight in using your ID and password. If not, you can prove your identity by answering some questions or providing your photo ID.\n \nYou‘ll then be able to access the app quickly and easily by signing in using a 6-digit PIN, your fingerprint, or facial recognition.\n \nYou can find guidance for technical issues on GOV.UK: Technical support with HMRC online services.\n Reserve List \n \nA reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles - if this applies to you, we‘ll let you know via your Civil Service Jobs account.\n Merit List \n \nAfter interview, a single merit list will be created, and you will only be considered for posts in locations you have expressed a preference for. Appointments will be made in strict merit order in line with the set number of roles in each location.\n Criminal Record Check \n \nApplications received from candidates with a criminal record are considered fairly in accordance with the DBS Code of Practice and the Recruitment of ex-offenders Policy.\n Hybrid working at HMRC \n \nHMRC is an office-based organisation, and colleagues are expected to spend 60% of their working time in the office. Our offices provide opportunity for interaction, collaboration which aids learning and development and a sense of community. Where the role allows it, and where the home environment is suitable, colleagues can work from home for up to 2 days a week, averaged over a calendar month (or a proportionate amount of time for colleagues who work less than full time). \n Reasonable Adjustments \n \nWe want to make sure no one is put at a disadvantage during our recruitment process. To assist you with this, we will reduce or remove any barriers where possible and provide additional support where appropriate.\n \nIf you need a change to be made so that you can make your application, you should: \n \nContact the UBS Recruitment team via as soon as possible before the closing date to discuss your needs.\n \nComplete the ‘Assistance required‘ section in the ‘Additional req
