London
London, York Job Summary The principal responsibility of this role is to manage a minister’s diary. This involves close working with the Minister and their private secretaries to ensure that the minister fulfils their parliamentary and policy portfolio obligations. You will provide support on a full range of activities: from understanding and balancing competing ministerial priorities, to negotiating compromises with a diverse range of stakeholders. Your ministerial contact time will give you a unique working relationship with a person whose decisions affect a large proportion of departmental business. You will be working in the Department for Environment, Food and Rural Affairs (Defra), the UK government department responsible for safeguarding our natural environment, supporting our world-leading food and farming industry, and sustaining a thriving rural economy. Our broad remit means we play a major role in people's day-to-day life from the food we eat, to the air we breathe, to the water we drink. You will form part of the Ministerial, Growth and Resilience Directorate, providing support on the government’s Growth Mission, as well as working on regulation and regulatory reform. It also includes Defra’s briefing, parliamentary, and ministerial support functions, including Defra’s ministerial and permanent secretary private offices. 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. Location These roles are Full-Time Only, Ministerial private office roles will be based in London only, and Permanent Secretary private office roles will be based in London or York. Job Description The role of diary manager is critical to organise and support ministers, working across the department and private office to ensure the smooth running of ministerial offices. Diary managers schedule meetings, events, visits, and parliamentary obligations, while ensuring that the minister’s diary aligns with political, departmental, and parliamentary priorities. Working in private office is a highly rewarding experience, but it requires resilience to the inevitable challenges. You must be prepared for difficult conversations, making tough decisions, and adapting quickly to changing situations. Excellent prioritisation and efficient working are essential, not only for the job but also to maintain a healthy balance between your life and work. You will need to build a strong working relationship with the rest of the team. You must be ready to support colleagues during high-pressure moments, and they will support you in return. Those working in private office are expected to operate with a high degree of autonomy and a level of leadership normally expected of more senior grades. Combined with the overview these positions provide of departmental business, this role is an excellent opportunity for anyone wishing to progress quickly within the department. The role of diary manager is critical to organise and support ministers, working across the department and private office to ensure the smooth running of ministerial offices. Diary managers schedule meetings, events, visits, and parliamentary obligations, while ensuring that the minister’s diary aligns with political, departmental, and parliamentary priorities. Working in private office is a highly rewarding experience, but it requires resilience to the inevitable challenges. You must be prepared for difficult conversations, making tough decisions, and adapting quickly to changing situations. Excellent prioritisation and efficient working are essential, not only for the job but also to maintain a healthy balance between your life and work. You will need to build a strong working relationship with the rest of the team. You must be ready to support colleagues during high-pressure moments, and they will support you in return. Those working in private office are expected to operate with a high degree of autonomy and a level of leadership normally expected of more senior grades. Combined with the overview these positions provide of departmental business, this role is an excellent opportunity for anyone wishing to progress quickly within the department. Person specification • Scheduling diary engagements and room bookings, providing guidance and advice on how to optimise timings., • Working proactively to resolve scheduling conflicts & prioritising issues effectively to meet challenging deadlines for a government minister., • Ensuring work is commissioned effectively, collating meeting papers and briefing in advance of meetings to ensure the minister is informed and prepared., • Providing secretariat support as required. Drafting accurate minutes and actions for review, ensuring they are distributed in a timely fashion and feedback is incorporated to ensure an agreed version., • Managing busy inboxes, assessing incoming messages to ensure high-priority matters are dealt with on receipt or escalated appropriately. Taking responsibility for drafting and responding to general enquiries in a timely and professional manner and storing/archiving management information as required to ensure it is readily retrievable., • Working closely with other diary managers across Defra to provide all round support and cover during periods of absence., • Developing a sufficient understanding of the directorate to provide wider support as required., • Recognising the sensitivities and reputational impact of your role and developing an understanding of the wider Defra business to support ministerial priorities. Behaviours We'll assess you against these behaviours during the selection process: • Working Together, • Delivering at Pace, • Making Effective Decisions, • Communicating and Influencing We only ask for evidence of these behaviours on your application form: • Working Together Alongside your salary of £29,715, Department for Environment, Food and Rural Affairs contributes £8,608 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides. A career in the Civil Service is like no other. If you’re looking to join a world class team and develop your career with us, then the Civil Service is the place for you! You might be wondering, “what’s in it for me”? Take a look below at some of the benefits available to you as a civil servant in Defra. Ministerial Growth And Resilience Directorate Benefits Learning and Development Everyone in Defra is supported to develop their skills and capabilities. When you join the Directorate, you will be welcomed into your new team through an induction programme that will provide you with helpful information on the civil service, Defra, our work and our policies. Your line manager will also work with you to establish your priorities for the year, developing a performance, learning and development plan tailored to you and your role, while also working with you to connect you with a civil service mentor to help empower you in your new role with the opportunity to benefit from paid for coaching. Most importantly, we’re keen to invest in you! As a civil servant, you will also have access to Civil Service Learning where you can participate in professional development programmes across a wide spectrum of subjects and professions. Department Benefits Technology We’re a firm believer in agile and flexible working. When you join Defra, we’ll kit you out with a new Windows 10 Laptop, smartphone and rucksack to make sure that you perform your best wherever you are. Leave 25 days' paid leave per annum rising to 30 days after five years’ service, in addition to eight public holidays and the King’s Birthday privilege day. We also offer • competitive maternity, paternity, parental and adoption leave;, • study leave for the pursuit of academic studies;, • 3 days paid leave for volunteering per annum;, • 15 days paid leave per year for reservist training; and,, • generous paid sick leave. Cycle to Work Scheme Defra loans you a bike for your commute as a tax-free benefit. At the end of the loan period, you have the option to buy the bike, saving 30% of the original cost. Season Ticket and Bicycle Loan We offer interest-free season ticket loans, to all Defra employees with more than three months’ service, for purchasing train and bus season tickets, as well as station car parking. For those unable to take advantage of tax-free benefits, we also offer an interest-free bicycle loan to enable the purchase of a bicycle for commuting. Gym, Social and Sports Activities Our offices have a range of different onsite facilities, including gym, fitness facilities, games room, showers and cycle storage. There are also a variety of networks and social groups to join. Ask your line manager for more information. Restaurant and Café Facilities A range of our offices offer onsite restaurant and café facilities. Civil Service Benefits Pension Your pension is a valuable part of your total reward package, and you will be given the chance to join one of three different pension plans. You can find more information on the Civil Service Pension on the MyCSP Website at Artificial intelligence Artificial 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. Selection process details This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience. Application Process As part of the application process you will be asked to complete a Personal Statement, CV and a 250 word Behaviour statement. Further details around what this will entail are listed on the application form. Sift Should a large number of applications be received, an initial sift may be conducted using the Personal Statement. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview. Sifting is likely to be occur week commencing 5th January, with interviews likely to 10-14days after. These dates are indicative only. Interview If successful at application stage, you will be invited to interview where you will be assessed on Behaviours and Strengths You may also be asked to provide a presentation question. Interviews are expected to last no longer than 60 minutes. Your interview will either be conducted face to face or by video. You will be notified of the location if you are selected for interview. Further Information Location As part of the pre-employment process for this post, successful candidate(s) will be able to agree a contractual workplace from those locations listed in this advert. The agreed contractual workplace is then the substantive and permanent place of work for the successful candidate(s). Where the location is ‘National’ the successful appointee should discuss and agree an appropriate contractual location in line with both Defra’s location policy and site capacity, prior to proceeding with pre-employment processes. Successful applicants currently employed by the hiring Defra organisation for this post may choose to remain in their current contractual location or may choose to change contractual location to one of those listed above. This should be discussed and agreed prior to proceeding with pre-employment processes. The agreed amount of time spent at a workplace for this post will reflect the requirement for Civil Servants to spend at least 60% of their working time in an organisation workplace with the option to work the remaining time flexibly from home. Working time spent at a workplace may include time spent at other organisational locations including field-based operational locations, together with supplier, customer or partner locations. This is a non-contractual agreement which is consistent with common Civil Service expectations. Travel costs to non-contractual workplaces will be subject to departmental travel and subsistence policies. Travel costs to contractual workplaces are the responsibility of the employee. The successful candidate is required to carry out all their duties from a UK location, and cannot do so from an overseas location at any time. Defra includes the core department, APHA, RPA, Cefas and VMD. Reserve List A reserve list may be held for a period of 12 months from which further appointments can be made. Salary New entrants to the Civil Service are expected to start on the minimum of the pay band. The internal roles rules apply to existing Civil Servants, i.e. level transfers move on current salary or the pay range minimum, transfers on promotion move to new pay range minimum or receive 10% increase. Either case is determined by whichever is the highest. Childcare Vouchers Any move to DEFRA from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax Free Childcare; for further information visit the Childcare Choices website. Reasonable Adjustment If a person with disabilities is put at a substantial disadvantage compared to a non-disabled person, we have a duty to make reasonable changes to our processes. If you need a change to be made so that you can make your applica...
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