Diary Manager to Deputy Directors

at  Department for Work and Pensions

JOB SUMMARY

The Strategy team sits at the heart of the Department in the Strategy, Governance & International Directorate. It is a high-profile and exciting work area where team members will routinely provide advice to DWP Ministers and the Executive Team and will engage with senior officials across the Department.
We are looking for a highly motivated individual to provide high quality support to two Deputy Directors. The role requires regular contact with the Senior Civil Servants, Senior Leadership Teams and with other senior stakeholders across DWP.

JOB DESCRIPTION

This job is varied but key responsibilities will include:

• Management of the Deputy Director’s diaries, ensuring that time is used effectively, making sure the diary is managed efficiently without clashes.
• Ensuring the SCS1s have all relevant papers and briefings in a timely fashion.
• Providing day to day support to the SCS1s, arranging meetings, organising room bookings and ad-hoc requests.
• Booking all travel and accommodation for the Deputy Directors, in particular international travel, including managing security, IT and propriety requirements.
• Working closely with other colleagues in the directorate support team and Senior Leadership team.
• Responsibility for maintaining the Divisional organograms, distribution lists including access to sensitive xWH communications, and organising divisional meetings to be Chaired by the SCS1s.
• Leading onboarding new members of staff in their divisions, covering IT and building access requirements.
• Monitoring the inboxes of the SCS1s and flagging urgent emails or papers as required, including covering regular periods of absence due to international travel.

EXPERIENCE KEY CRITERIA

• Demonstrable administration and support skills, with strong attention to detail. (Lead Criteria)
• Ability to deal well with competing priorities and last-minute changes in what can be a fast-paced and demanding environment.
• Excellent communication skills and competence engaging professionally with stakeholders across many levels who often have competing priorities and a range of viewpoints to factor in.
• A proactive approach to problem-solving with decision making skills.
• Proficient user of Microsoft; including but not limited to Outlook, OneNote, and SharePoint.
  Experience of working in a support role/function would be beneficial in this role.

NATIONALITY REQUIREMENTS

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

This job is varied but key responsibilities will include:

• Management of the Deputy Director’s diaries, ensuring that time is used effectively, making sure the diary is managed efficiently without clashes.
• Ensuring the SCS1s have all relevant papers and briefings in a timely fashion.
• Providing day to day support to the SCS1s, arranging meetings, organising room bookings and ad-hoc requests.
• Booking all travel and accommodation for the Deputy Directors, in particular international travel, including managing security, IT and propriety requirements.
• Working closely with other colleagues in the directorate support team and Senior Leadership team.
• Responsibility for maintaining the Divisional organograms, distribution lists including access to sensitive xWH communications, and organising divisional meetings to be Chaired by the SCS1s.
• Leading onboarding new members of staff in their divisions, covering IT and building access requirements.
• Monitoring the inboxes of the SCS1s and flagging urgent emails or papers as required, including covering regular periods of absence due to international travel