Diary and Office Manager to the Secretary of State for Work and Pensions

Job summary

The Department for Work and Pensions (DWP) is responsible for welfare, labour market, pensions, and child maintenance policy. As the UK’s biggest public service department, we administer the State Pension and a range of working age, disability and ill health benefits to around 23 million claimants and customers. What we do matters to millions of people every day.

The Department is looking to fill a Diary and Office Manager role in the Secretary of State's Private Office.

The smooth running of the Secretary of State’s diary and office is essential to DWP business. The Secretary of State has a strong personal interest in ensuring their office is run effectively and efficiently; putting trust in the individual that manages their time and logistics. The Private Office team is high-performing, friendly, supportive, and inclusive. This is a demanding but rewarding and exciting role for someone interested in working closely with ministers, special advisers, and senior officials.

Job description

In this role you will be responsible for:

• Optimising the Secretary of State’s time by planning and coordinating their schedules, resolving conflicts, anticipating any difficulties, negotiating and allocating time to priorities and making sure they are in the right place at the right time, with the right information and briefing.
• Supporting with the coordination of the Secretary of State’s ‘box’. This requires working with Private Secretaries and Special Advisors to ensure the Secretary of State is provided with the correct advice and meeting papers each day.
• Playing a strong leadership role across Private Office. This includes the line management of a Diary Manager (Executive Officer), as well as actively supporting four other diary managers across Junior Ministers offices. The role also requires upwards management of senior members of Private Office to ensure the Secretary of State’s time and requests are managed effectively.
• Ensuring meetings run smoothly by coordinating with the relevant Private Secretary, Junior Ministers’ offices, lead officials and external stakeholders.
• Actively monitoring and helping to manage the Secretary of State’s calendar and inbox. Being able to identify and then deal swiftly with urgent enquiries.
• Liaising with the Parliamentary Whips and the Secretary of State’s Parliamentary Office to ensure there is strong join up between the Secretary of State’s departmental and parliamentary duties.
• Building a network across the Ministerial and senior officials’ Private Office, and Private Offices in key departments across government.
• Managing the Secretary of State’s travel and accommodation when needed, considering their travel requirements and any security considerations.

We offer successful candidates:

• The opportunity to work closely with the Secretary of State, Ministers, Special Advisers and senior officials;
• An exciting, fast-paced and challenging work environment that involves dealing with complex issues;
• The chance to be part of a supportive team with plenty of opportunities to learn and develop new skills; and
• The opportunity to broaden understanding of DWP policy, parliamentary business and cross-government functions.
• Line management and leadership experience across Private Office.

Due to nature of the role, candidates will be required to work full time hours only.

The jobholder would be required to be office based (Caxton House, London).

At times, it may be necessary to work long hours, especially when Parliament is sitting, for which overtime will be payable.

Person specification

Essential Criteria

We are looking for a proactive, organised, and dynamic person with excellent communication skills to work effectively with the Secretary of State, Ministers, Special Advisers and senior officials. You will need to manage a heavy workload and be able prioritise effectively and enjoy working in a fast-moving environment.

The successful candidate will be able to demonstrate:

• A strong attention to detail and ability to complete tasks quickly to short deadlines; evidencing effectiveness through delivery. (Lead Criteria)
• Excellent judgement and approach to situations, tasks and problems, and a self-starter who can work independently; always thinking two or three steps ahead.
• Outstanding interpersonal, relationship building and communication skills (both verbal and written); demonstrating confidence to engage with senior leaders, including Ministers, and Director General’s, and building trust quickly through delivery.
• Strong leadership and line management skills, including leading and influencing those outside of your hierarchy and those more senior.
• A strong track record in managing a high-quality service, and the ability to manage competing priorities and deal pragmatically with sometimes conflicting priorities.
• A flexible outlook and approach, coupled with a real enthusiasm. Taking responsibility for high-quality work, demonstrating personal resilience and strong attention to detail.
• Excellent IT skills, especially Outlook.

Desirable Experience

• Experience of working with Ministers or senior leaders is desirable but not essential.

Essential Security Criteria

Please note that the role that you are applying requires National Security Vetting (NSV) to the level – Security Check (SC). You can find more information at United Kingdom Security Vetting: Applicant - GOV.UK (www.gov.uk)

If you are successful in your application, you will need to attain SC clearance before you can take up post. This is mandatory and is in addition to completion of Baseline Personnel Security Standard (BPSS).

The purpose of the NSV process is to provide a level of assurance about an individual’s trustworthiness, integrity and reliability, and other factors that increase their vulnerability to corruption or risk of committing a security breach. It involves the investigation of an individual’s background and circumstances to achieve this aim.

Applicants are required to meet the UK residency requirements so that National Security Vetting (NSV) checks can be conducted

You must have resided continuously in the UK for at least 3 of the last 5 years, 2 of which must have been the immediately preceding years from the point of applying for this job. If you do not meet these conditions, we will not be able to proceed with your application, because you will be unable to obtain Security Clearance. This does not apply to people based overseas in the UK military or working for HMG.

The application process will ask for personal details about you, your address history, previous relationships, your parents, your employment history, your financial circumstances, and details of any pending, spent or unspent convictions. This list is not exhaustive. Please view the Vetting explained - GOV.UK (www.gov.uk)for more information.

If you require any further information, please contact the vacancy holder – the details are on the jobs portal through which you made your application.

If you are successful in your application, we recommend that you familiarise yourself with the NSV process and advise that you collate as much information as you can prior to starting your Vetting application.

Behaviours

We'll assess you against these behaviours during the selection process:

• Communicating and Influencing
• Working Together
• Delivering at Pace
• Managing a Quality Service

Benefits

Alongside your salary of £44,355, Department for Work and Pensions contributes £12,849 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

DWP have a broad benefits package built around your work-life balance which includes:

• Working patterns to support work/life balance such as job sharing, term-time working, flexi-time and compressed hours.
• Generous annual leave – at least 23 days on entry, increasing up to 30 days over time (pro–rata for part time employees), plus 9 days public and privilege leave.
• Support for financial wellbeing, including interest-free season ticket loans for travel, a cycle to work scheme and an employee discount scheme.
• Health and wellbeing support including our Employee Assistance Programme for specialist advice and counselling and the opportunity to join HASSRA a first-class programme of competitions, activities and benefits for its members (subscription payable monthly).
• Family friendly policies including enhanced maternity and shared parental leave pay after 1 year’s continuous service.
• Funded learning and development to support progress in your role and career. This includes industry recognised qualifications and accreditations, coaching, mentoring and talent development programmes.
• An inclusive and diverse environment with opportunities to join professional and interpersonal networks including Women’s Network, National Race Network, National Disability Network (THRIVE) and many more.

Things you need to know

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.

As part of the application process you will be asked to complete a CV and Personal Statement (1000 word max) to demonstrate how you meet the person specification and the essential criteria.

Further details around what this will entail are listed on the application form.

Selection will be by a written sift and shortlisted candidates will be invited to attend an face-to-face interview (Caxton House), London.

CV

The CV is an on-line tool accessed through the Civil Service Jobsite and there is no requirement to upload your personal CV. Our CV element is short, and allows an initial check of eligibility and will not be individually scored, so please put the main content of your evidence and skills in your Personal Statement.

Personal Statement

When completing your personal statement, please read and understand the Essential Criteria thoroughly as this is what your written evidence will be assessed against.

Your layout is entirely your preference; you may choose narrative, bullets, etc. You may choose to address each criteria separately, however, one narrative example may cover and evidence several essential criteria.

You may not be able to meet all the essential criteria, but please ensure you evidence: the key personal requirements and what have you done that relates to the requirements. You don’t have to explain the whole process, just what you have done and the skills and experience you have used.

Share with us what makes you suited to this role and why, what you can do and the skills you have that are transferable to the key requirements, and the life experience or passion you have that are linked to this role.

Should a large number of applications be received, an initial sift may be conducted using the lead criteria:

• A strong attention to detail and ability to complete tasks quickly to short deadlines; evidencing effectiveness through delivery. (Lead Criteria)

Candidates who pass the initial sift may be progressed to a full sift or progressed straight to interview.

The sift will be carried out in April 2026

Interview Stage

Shortlisted candidates will be invited to attend an interview at Caxton House, London and will be assessed on their answers to interview questions on Behaviours and Strengths. Theinterview aims to be more of a conversation exploring the candidate’s capability for the role.

This will consist of a face-to-face blended interview, which should take approximately between 30-45 minutes.

Candidates may be asked to undertake a short-written assessment or presentation as part of the interview. Details of which will be provided to those invited for interview.

Blended Interview

You will be asked a mixture of Behaviour and Strength questions.

A blended interview aims to be more of a conversation at interview offering a more inclusive approach.

The Behaviour and Strength based questioning explores what the candidate can and has done, but also their potential.

The behaviours being assessed are:

Communicating and Influencing - Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others.

Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.

Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.

Managing a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.

It may help to use one or more examples of a piece of work you have completed or a situation you have been in, and use the WHO or STAR model to explain:

What was the task, How you approached the work/situation and what the Outcomes were, what did you achieve? Or What was the Situation? That were the Tasks? What Action did you take? What were the Results of your actions?

It is difficult to prepare for strength type questions. However you can think through your answers, focus on your achievements and aspects you enjoy and decide how these can be applied in the organisation and role.

While strengths questions are shorter and we do not expect a full STAR response, the panel is interested in your first reaction to the question and information or reasoning to support this.

Interviews dates will be confirmed in due course.

Appointment on Merit

Selection for appointment to the Civil Service is on merit, on the basis off fair and open competition, as outlined in the Civil Service Commission's Recruitment Principles here. Successful candidates will be posted in merit order based on your location preferences, where appropriate, and the geographical requirements of the business. Dependent on your position on the merit list, if none of your location preferences remain at the point we make a job offer DWP may offer you a role at an alternative advertised location. If we are unable to offer you a role in any of your preferred locations, and you are unable to accept a role at an alternative advertised location, we will add you to the reserve list if one is being held.

Please be aware that this role can only be worked in the UK and not overseas.

Current Civil Servants (all contract types) will need to ensure that they are still employed as a civil servant at the point of starting in the relevant new post. If their contract ends (e.g. end of FTA contract or resignation) at any point during the recruitment/onboarding process for the advertised role, they will no longer be eligible and may be withdrawn.

This role is full time only. Applicants who wish to work an alternative pattern are welcome to apply however your preferred working pattern may not be available and you should discuss this with the vacancy holder before applying.

Important Information:

Visa

For these vacancies, we strongly recommend that applicants consult with an immigration specialist or qualified advisor to assess their eligibility for Visa Sponsorship before deciding to apply. Please note that while we consider sponsorship requests in accordance with current DWP guidance and Home Office policy, sponsorship cannot be guaranteed.

Due to legal considerations in this area, if you have questions about visas, please contact the VISA Sponsorship Team for assistance at visa.sponsorship@dwp.gov.uk.

Further Information:

At the Department for Work and Pensions (DWP) we value diversity and inclusion and actively encourage and welcome applications from everyone, including those that are underrepresented in our workforce.

Find out more about working for DWP on the DWP Careers Hub.

Reserve List

A reserve list may be held for a period of 3 months from which further appointments can be made.

If you are placed on a reserve list but we cannot immediately offer you a post, please note:

• If you are later offered the role you applied for, in a location you have expressed a preference for, and you decline the offer or are unable to take up the post within a reasonable timeframe you will be withdrawn from the campaign and removed from the reserve list, other than in exceptional circumstances (e.g. a contractual Part Time Working Pattern cannot be accommodated in the initial role offered or in cases of serious ill health).

• If DWP makes an offer of an alternative role or location to that which you originally applied for, and you decline that offer, you will be able to remain on the reserve list.

Disability Confident Scheme

If high application volumes are received, the benchmark for candidates to proceed to the next stage may be raised. In line with our commitment to the Disability Confident Scheme (DCS), we aim to advance all candidates applying under the DCS who meet the minimum standard. However, we may only progress those candidates who best meet the required standards.

Reasonable Adjustments

We consider visible and non-visible disabilities, neurodiversity or learning differences, chronic medical conditions, or mental ill health. Examples include dyslexia, epilepsy, autism, chronic fatigue, or schizophrenia.

If you need a change to be made so that you can make your application, you should contact the Government Recruitment Service via DWPRecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.

Complete the “Reasonable Adjustments” section in the “Additional requirements” page of your application form to tell us what changes or help you might need further on in the recruitment process. For instance, you may need wheelchair access at interview, or if you’re deaf, a Language Service Professional.

If you are experiencing accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.

Integrity, plagiarism and Civil Service Principles

The Civil Service values honesty and integrity and expects all candidates to abide by these principles.

Please ensure that all examples provided in your application are taken directly from your own experience and that you describe the examples in your own words.

Examples of plagiarism can include:

• Presenting the work, ideas and experience of others as your own
• Copying content or answers from an online or published source that is not your own

Disclosure and Barring Service and Internal Fraud Database Checks

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.

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 had their employment continued. Any applicant’s 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.

If successful and transferring from another Government Department, a criminal record check will be carried out.

Important

New entrants are expected to join on the minimum of the pay band.

Before applying for this vacancy, current employees of DWP should check whether a successful application would result in changes to their terms & conditions of employment, e.g. mobility, pay, allowances. If you are a current employee and are successful you must be able to be released from your current post within four weeks.

Those on protected TUPE/ COSoP terms and conditions applying on promotion or voluntary permanent level move will adopt DWP’s Terms and Conditions and this may have a different impact on pay and allowances. Please review this prior to acceptance of a role.

Civil Servants that would transfer into DWP from other government organisations, following successful application, will assume DWP's terms & conditions of employment current on the day they are posted, unless DWP has stated otherwise in writing. Accepting a post will be taken to mean acceptance of revised terms & conditions.

Civil Servants applying on promotion will usually be appointed to the salary minimum or within 10% of existing salary.

Any move to DWP 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. Determine your eligibility at the Childcare Choices Website.

NSV

For further information on National Security Vetting please visit the Demystifying Vetting website.

Feedback

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check (opens in a new window).

See our vetting charter (opens in a new window).People working with government assets must complete baseline personnel security standard (opens in new window) checks.

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)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

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).The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see theCivil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window).

Apply and further information

This vacancy is part of the Great Place to Work for Veterans (opens in a new window) initiative.Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

Job contact :

• Name : Georgia Wright
• Email : PO-Business-support@dwp.gov.uk

Recruitment team

• Email : dwprecruitment.grs@cabinetoffice.gov.uk

Further information

Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. 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 DWP by email: HR.BUSINESSASSURANCE@DWP.GOV.UK.
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission. Click here to visit the Civil Service Commission.

Attachments

DBT T&Cs 2025-08-18 Opens in new window (doc, 46kB)DBT candidate pack July 2024 (1) Opens in new window (pdf, 943kB)