Diary Manager to DG Water

Job summary

The Assistant Private Secretary (Diary) to the Director General (Water) plays a critical role at the heart of the Water DG Group, supporting the delivery of one of DEFRA’s highest-profile and most complex portfolios.

The DG is accountable for major national priorities including water system reform, flood resilience, and significant investment programmes, requiring a highly organised and strategic approach to time management and stakeholder engagement.

The postholder will be predominantly responsible for the proactive management of the Director General’s diary, ensuring alignment with Ministerial priorities, departmental objectives, and cross-government commitments. This role operates at pace within a highly dynamic environment, requiring sound judgement, discretion and the ability to anticipate competing demands. There will be further opportunity for the postholder to provide wider support with specific areas of the DG’s portfolio, including their corporate visibility and leadership.

Working closely with the DG office team, other private offices, senior leaders, and external partners, the Assistant Private Secretary (Diary) ensures the DG’s time is optimised to support effective decision-making, governance, and delivery across a complex policy-to-delivery landscape.

Job description

The role of Assistant Private Secretary (Diary) is critical to organising and supporting the DG across their activities across the department and ensuring their schedule runs smoothly.

You will be responsible for scheduling meetings, events, visits, and parliamentary preparation, while ensuring the DG’s diary aligns with ministerial and departmental priorities.

Working in the DG Private Office is highly rewarding, providing regular exposure to senior officials and key stakeholders across government and the water sector. We are looking for candidates who exhibit a high level of proactivity and autonomy to make sensible and well-judged decisions concerning the DG’s diary. We are looking for candidates who are comfortable with having difficult conversations, making tough decisions and adapting quickly to changing schedules.

You will be expected to build strong working relationships across the team, contributing to a supportive and collaborative environment. Flexibility is important, particularly during high-pressure periods, with the reassurance of being part of a close‑knit team. 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.

Alongside managing the DG’s diary, you will have the unique opportunity to lead and shape the DG’s corporate leadership; organising events and visits as well as their engagement with the wider DG group.

Person specification

Strategic Diary Management

Lead and manage a complex and fast-moving Senior Civil Service diary, prioritising requests in line with Ministerial direction, departmental priorities, and the DG’s leadership responsibilities.

Inbox Management

Oversee the inbox to identify and prioritise diary-related requests, ensuring timely flagging to the team and effective routing across portfolios.

Prioritisation and Issue Anticipation

Exercise strong judgement to balance urgent, important and long-term commitments, anticipating pressure points and ensuring the DG is fully briefed and prepared.

Stakeholder Coordination

Act as a key interface between the DG, Private Office, Directors and wider stakeholders, ensuring meetings are purposeful, well-structured and aligned to strategic outcomes.

Supporting Governance and Delivery

Ensure appropriate time is allocated for key boards, programme oversight, and decision-making forums supporting major water reform, flood and resilience programmes.

Cross-Government and External Engagement

Coordinate engagement with Ministers, senior officials, regulators and external partners, reflecting the national importance and visibility of the water portfolio.

Continuous Improvement

Identify opportunities to improve diary processes, adopting best practice and digital tools to enhance efficiency and responsiveness.

Corporate Engagement Planning

Plan the DG’s engagement as a corporate leader, including coordination of the DG’s events, visits and engagement with the group SCS and wider DG group.

Essential Skills

• Strong organisational skills with experience managing complex, fast‑moving diaries
• Ability to prioritise competing demands and apply sound judgement under pressure
• Proven ability to build effective working relationships across teams and organisations
• Excellent communication skills with confidence engaging senior stakeholders
• Proactive approach with the ability to anticipate issues and adapt quickly to changing priorities
• Strong attention to detail, ensuring meetings are well‑prepared and principals are effectively briefed
• Ability to work at pace in a high‑pressure environment while maintaining accuracy and professionalism

Behaviours

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

• Communicating and Influencing
• Seeing the Big Picture
• Delivering at Pace
• Making Effective Decisions

Benefits

Alongside your salary of £38,795, Department for Environment, Food and Rural Affairs contributes £11,238 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.

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 www.civilservicepensionscheme.org.uk

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.

Application Process

As part of the application process you will be asked to complete a Personal Statement (750 words) and CV.

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 22nd June, 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 Experience.

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).

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.

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.

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.

Reserve List

A reserve list may be held for a period of 12 months from which further appointments can be made.

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 application, you should:
Contact Government Recruitment Service via defrarecruitment.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.

Accessibility

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

Visa Sponsorship Statement

Please take note that Defra does not hold a UK Visa & Immigration (UKVI) Skilled Worker License sponsor and are unable to sponsor any individuals for Skilled Worker Sponsorship.

Merit Lists

Where more than one location is advertised, candidates will be appointed in merit order for each location. You will be asked to state your location preference on your application.

Criminal Record Check

If successful and transferring from another Government Department, a criminal record check maybe 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 recognize in exceptional circumstance 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.

Internal Fraud Database Check

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.

This is a permanent role as an HEO in the Water Director General Office.

Higher Security Clearance

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

Please be aware the levels of national security clearance are changing which may impact on the level needed for this role by the time of appointment. All efforts will be made to keep candidates informed of any changes and what that will mean in terms of vetting criteria. For more information please See our vetting charter

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 counter-terrorist 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.The Civil Service welcomes applications from people who have recently left prison or have an unspent conviction. Read more about prison leaver recruitment (opens in new window).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 : Strategy Resourcing Team
• Email : sandc.resourcing@defra.gov.uk

Recruitment team

• Email : defrarecruitment.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 Government Recruitment Services via email: defrarecruitment.grs@cabinetoffice.gov.uk
If you are not satisfied with the response you receive from the Department, you can contact the Civil Service Commission: here