Diary Manager

Job summary

In the Department of Health and Social Care (DHSC), we are proud of our purpose – to enable everyone to live more independent, healthier lives for longer. To achieve this, and create a great place to work, we have four values: we are inclusive, we constantly improve, we challenge, and we are agile. If this sounds like an environment you would like to work in, we would love to hear from you.

The role is in the Science, Research and Evidence (SRE) Directorate of DHSC. SRE Directorate oversees delivery of the DHSC research budget, through the National Institute for Health and Care Research (NIHR). The NIHR is the research arm of DHSC and its mission is to improve the health and wealth of the nation through research. The NIHR budget is currently over £1.7bn, funding and supporting health and care research nationally and internationally.

Job description

SRE is looking for a highly motivated individual to join the small friendly team to provide 2 Deputy Directors (DDs) with outstanding diary management and maintain and improve delivery of high-quality PA support.

This is an excellent opportunity to be centrally involved in the work of a key Department and to learn about the interface between science and policy at a crucial time.

The post-holder will be proactive, have strong attention to detail, be a problem solver, a good communicator and be accustomed to working under pressure and supporting on a one-to-one basis at Senior Management level. In addition they will have a strong customer service ethos, ability work under own initiative and taking ownership of their work and issues that arise is essential.

Person specification

Role responsibilities include:

-Provide outstanding and smooth diary management and meeting arrangements; anticipating and identifying potential problems arising in the diary, especially when there are competing priorities and diary changes at very short notice. Taking the initiative to act to resolve or minimise disruption.

- Act as a first point of contact, managing calls, meeting and greeting visitors, providing a responsive service to colleagues and stakeholders.

- Ensuring that the DDs are well prepared for meetings and visits, including collation and printing of meeting papers; booking travel and accommodation; provision of itineraries; and proactively commissioning briefing packs and presentations.

- Monitoring DDs' email inboxes, taking initiative to flag up matters for urgent attention and taking responsibility to redirect business and spotting and addressing issues that arise.

- Support DDs in the effective and efficient running of the directorate branches, including their business management responsibilities.

- Maintaining a broad understanding of the DDs' portfolio and priorities and ensuring that these are reflected in diary commitments.

- Working closely and flexibly as part of the team of PAs to support the Senior Management Team (e.g. providing cover across SMT during absence).

- Will be pro-active in providing administrative support across the whole Science, Research and Evidence directorate.

- Any other tasks required to support business objectives and performance delivery.

- Take minutes and participate at meetings.

- Supporting SRE Business Management team when required.

Essential:

- Proven experience of diary management and arranging meetings.

- A strong communicator, able to communicate messages clearly to a range of audiences at all levels – both verbally and in writing.

- You will need to be highly organised and have strong attention to detail.

- You will need to be resilient, able to prioritise, and make effective decisions, remaining calm under pressure in a fast-pace, reactive environment.

- Adaptability and flexibility to meet changing business needs.

- Excellent communication skills and the ability to work collaboratively in a small team are essential.

- A Proactive approach to work.

Behaviours

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

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

We only ask for evidence of these behaviours on your application form:

• Managing a Quality Service

Benefits

Alongside your salary of £33,849, Department of Health and Social Care contributes £9,806 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• 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%

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 and Experience.

Applications will be sifted W/C: 19/01/2026

Interview date: W/C 02/02/2026

Interview location: By video

Further details and interview slots will be released to candidates who are successful at sift.

After submission of the first stage of your application you will be invited to complete a Civil Service Judgement Test. If you successfully pass the test, you will be invited to complete the final stage of the application.

Please complete the online tests as soon as possible (within 24-48 hours is recommended), the closing date for the tests is 23:55 on 15/01/2025. If you fail to complete the online test before the deadline your application will be withdrawn. Guidance for the test will be available when you are invited to take the test. The tests are administered online and accessed via the CS Jobs website.

Our online test supplier will be performing scheduled maintenance between 4:00pm and 7:00pm on 04/01/2026. There will be up to 1 hour during this time where candidates will not be able to access tests.

All online tests will be affected.

Impact for candidates

Candidates who are taking a test when the downtime starts will have their test paused. They will be able to pick up where they left off after the downtime. They can do this by accessing the test again from their application centre.

Candidates will not be able to launch new tests during the downtime.

Candidates reporting issues should be advised to return to take the test after 7:00pm on 04/01/2026.

As part of the application process you will be asked to complete a CV, personal statement and behaviour statement. Further details around what this will entail are listed on the application form.

Please use your CV to set out your career history, highlighting specific responsibilities and achievements that are relevant for this role. These can be found in the ‘key skills and experience required for the role’ section of the advert.

Please use your personal statement to (in no more than 750 words) outline how you meet the key skills and experience required for the role as set out in the job advert.

Applications will be sifted on your CV, Personal statement and Behaviours.

An initial sift based on the lead behaviour “Managing a quality service” may be held if a large number of applications are received. Candidates who pass the initial sift may be progressed to a full sift or progressed straight to assessment/interview.

At interview candidates will be assessed on Behaviours

To find out more about working in the department please visit our page on the Civil Service careers website https://www.civil-service-careers.gov.uk/departments/working-for-the-department-of-health-social-care/ and to find out more information on how to apply visit the Civil Service careers website https://www.civil-service-careers.gov.uk/how-to-apply/

Applicants who are appointable but were not successful in appointment to this vacancy, may be held on a reserve list for up to 12 months, and contacted if similar vacancies become available.

Please be aware that some travel may be required across the DHSC estate.

Candidates must ensure that all information provided in their application is factually accurate. Any examples provided must be taken from personal experience. The Civil Service abides by honesty and integrity as part of its core values, if evidence of plagiarism is found, applications may be withdrawn.

Please note that applicants will require clearance.

Further Information

Existing Civil Servants and applicants from accredited NDPBs are eligible to apply, but will only be considered on loan basis (Civil Servants) or secondment (accredited NDPBs). Prior agreement to be released on a loan basis must be obtained before commencing the application process. In the case of Civil Servants, the terms of the loan will be agreed between the home and host department and the Civil Servant. This includes grade on return.

Any move to DHSC 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 application, you should:

Contact Government Recruitment Service via dhscrecruitment.grs@cabinetoffice.gov.uk as soon as possible before the closing date to discuss your needs.

Complete the ‘Assistance required’ 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 successful and transferring from another Government Department a criminal record check may be carried out.

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.

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

Terms and Conditions

Candidates should note that DHSC’s Terms and Conditions of employment changed from 1 October 2013. It is the candidate’s responsibility to ensure they are aware of the terms and conditions they will adopt should they be successful.

New Entrants to the Civil Service

New entrants appointed in grades AA to G6 will receive DHSC’s modernised terms and conditions:

• Annual Leave: 25 days on entry rising by one day for each completed year of service to a maximum of 30 days and pro-rata for part-time staff
• Privilege Leave: 1 day - for the King’s birthday
• Hours of Work: 37 hours (net) per week for full time staff in all geographical locations, including London and pro rata for part-time staff
• Occupational Sick Pay (OSP): one month full pay/one month half pay on entry, rising by one month for each completed year of service to a maximum of five months’ full pay and five months’ half pay
• Mobility: Mobility clause in contracts allow staff to be mobile across the Civil Service
• Probation: 6 month probation period

Existing Civil Service staff transferring from another Government department, on either level transfer or promotion

All staff moving to DHSC will transfer onto DHSC’s modernised terms and conditions (as outlined above).

Existing DHSC staff, appointed on promotion

If DHSC’s modernised terms and conditions are already held, the employee will retain those terms and conditions. If DHSC’s pre-modernised terms and conditions are held, the employee will transfer onto DHSC’s modernised terms and conditions (as outlined above).

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

Security

Successful candidates must undergo a criminal record check.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 : Eve Worrell
• Email : eve.worrell@dhsc.gov.uk

Recruitment team

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

Further information

If you feel your application has not been treated in accordance with the Recruitment Principles and you wish to make a complaint, in the first instance, you should contact the DHSC Central Recruitment Team at DHSCrecruitment@dhsc.gov.uk
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: https://civilservicecommission.independent.gov.uk/contact-us/

Attachments

General Pay Principles on Recruitment Opens in new window (pdf, 72kB)