Diary Manager - Chief Finance Officer Directorate - (CFO)

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We are looking to fill two Diary Manager roles within the Chief Finance Officers (CFO) Directorate from this recruitment.
We are looking for high performing and highly motivated individuals to support the running of the CFO Private Offices, working with other Diary Managers across ExCom Private Offices, the CFO Senior Leadership Team and their Private Offices, and teams across HMRC and wider government.
The CFO Group supports the smooth running of HMRC. This allows HMRC to work more effectively and securely by providing professional Commercial, Estates, Finance, Banking, Risk Control, Financial Accounting, Internal Audit, Assurance, and Investment Governance and Financial and HR Shared Services. It also delivers the Location and Unity Programmes.
It is imperative the post holder is an independent, organised, and proactive individual, who is adept at acting on their own initiative whilst making a meaningful contribution to the work of the wider team., As the successful candidate, you will occupy what can be a demanding role requiring forward thinking and sound judgement to manage often conflicting requests/priorities and to ensure the most effective use of their principal’s time.
The job is very varied, any description of tasks undertaken can only be partial, but will include:
+ Diary Management: Planning, managing, and coordinating the diary. Preparing daily diary schedules, resolving any scheduling clashes, negotiating, and allocating time to short term and long-term priorities. Respond to queries from other parts of HMRC and liaising with staff and managers at all levels.
+ Collating papers/briefing packs: Coordinating and collating briefings, meeting papers and to prepare a daily meeting pack in advance of all meetings.
+ Meetings and travel preparations: As necessary, coordinating and managing the logistics, travel, accommodation and hospitality arrangements for any trips or travel. Furthermore, making sure practical arrangements are in place for meetings, including booking rooms, booking visitors in, and providing technical support when needed.
+ Managing administrative responsibilities: Taking minutes and actions at some senior management meetings and flagging issues.
+ Building relationships: Building, developing, and maintaining relationships with Private Offices within HMRC and across the Civil Service. This may include colleagues in your immediate team and directorate, other Private Offices, key internal and external stakeholders, and other stakeholders as needed.
+ Wider support: Provide ad hoc support to the Private Secretary on the overall running of the Private Office.
+ This role does not have any line management responsibilities., We'll assess you against these behaviours during the selection process:
+ Managing a Quality Service
+ Communicating and Influencing
+ Working Together
We only ask for evidence of these behaviours on your application form:
+ Managing a Quality Service, 1) A CV, including your job history for up to the last 5 roles. This is for information purposes only and will not be scored.
In your CV/Employment history, can you please set this out like a traditional CV, making sure to follow this format:
+ Name of employer.
+ Dates worked (to and from).
+ Job title.
+ Brief description of your main role and responsibilities (please ensure you match this section against the job advert / desirable criteria).
2) A Personal Statement, of up to 500 words, which should demonstrate your suitability against the Person Specification. Please include any relevant previous experience in a similar role, and cover what you could bring to the role.
3) One Behaviour example of up to 250 words, for Managing a Quality Service.
For your Behaviour, please use the ‘STAR’ technique when writing your examples to enable you to provide a meaningful and complete answer for assessment. For those not familiar with STAR, it is an acronym that stands for:
+ Situation.
+ Task.
+ Action.
+ Result.
Further details around what this will entail are listed on the application form.
We acknowledge that AI can assist you in your application. Find our guidelines here.
Sift
An initial sift based on the Personal Statement will be held. Candidates who pass the initial sift will be progressed to a full sift.
We may also raise the score required at any stage of the process if we receive a high number of applications.
Interview
If successful at sift, you will be invited to an interview where you will be assessed against your Strengths and Behaviours. During the panel interview, your experience, behaviours and strengths will be assessed, and you will be asked behaviour-based questions to explore in detail what you are capable of and strength-based questions to explore what you enjoy and your motivations relevant to the job role.
Behaviours:
We'll assess you against these behaviours during the selection process:
+ Managing a Quality Service
+ Communicating and Influencing
+ Working Together
This is an example of a strengths-based question:
“It is often said that the customer's needs should come first. To what extent do you agree or disagree with this statement?”
There is no expectation or requirement for you to prepare for the strengths-based questions in advance of the interview, though you may find it helpful to spend some time reflecting on what you enjoy doing and what you do well.
Interviews will take place face to face at 100 Parliament Street, London, SW1A 2BQ. Sift and interview dates to be confirmed.
Eligibility
Please take extra care to tick the correct boxes in the eligibility sections of your application form. We understand mistakes sometimes happen but if you contact us later than two working days (Monday-Friday) before the vacancy closes, we will not be able to reopen your application for you. If you do make a mistake with your eligibility form, please contact us via: unitybusinessservicesrecruitmentresults@hmrc.gov.uk – Use the subject line to insert appropriate wording for example – ‘Please re-open my application – 377465 & vacancy closing date 22/11/2024’.
To check that you are eligible to apply for this role, please review the eligibility information before submitting your application.
Reserve List
A reserve list may be held for up to 12 months from which further appointments may be made for the same or similar roles – if this applies to you, we’ll let you know via your Civil Service Jobs account.
Merit List
After interview, a single merit list will be created, and you will only be considered for posts in locations you have expressed a preference for. Appointments will be made in strict merit order in line with the set number of roles in each location.
Criminal Record Check
Applications received from candidates with a criminal record are considered fairly in accordance with the DBS Code of Practice and the Recruitment of ex-offenders Policy.
Reasonable Adjustments
We want to make sure no one is put at a disadvantage during our recruitment process. To assist you with this, we will reduce or remove any barriers where possible and provide additional support where appropriate.
If you need a change to be made so that you can make your application, you should:
+ Contact the UBS Recruitment team via unitybusinessservicesrecruitmentresults@hmrc.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.
Due to operational needs, these posts are full-time; however, applicants who need to work a more flexible arrangement are welcome to apply. We can’t guarantee that we can meet all requests to work flexibly as any agreement will be subject to business ability to accommodate. Any request to work a more flexible arrangement should be made prior to your acceptance of the provisional offer.
Additional Security Information
Please note: in addition to the standard pre-employment checks for appointment into the Civil Service, all candidates must also obtain National Security Vetting at Counter Terrorist Check (CTC) clearance level for this vacancy. You will normally need to meet the minimum UK residency period as determined by the level of vetting being undertaken, which for CTC is 3 years UK residency prior to your vetting application. If you have any questions about this residency requirement, please speak to the vacancy holder for this post.
Important information for existing HMRC contractual homeworkers:
Please note that this role is unsuitable for contractual homeworkers due to the nature and/or requirements of the role.
Terms and Conditions
Customer facing roles in HMRC require the ability to converse at ease with members of the public and provide advice in accurate spoken English and/or Welsh where required. Where this is an essential requirement, this will be tested as part of the selection process.
HMRC has a presence in every region of the UK. For more information on where you might be working, review this information on our locations.
The Civil Service values honesty and integrity and expects all candidates to abide by these principles. The evidence you provide in your application must relate to your own experiences.
Any instances of plagiarism or other forms of cheating will be investigated and, if proven, the relevant application(s) will be withdrawn from the process.
Recording of interviews is prohibited unless explicit agreement is sought in line with the UK General Data Protection Regulations.
Questions relating to an individual application must be emailed as detailed later in this advert.
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.
New entrants will join on the minimum of the pay band.
If you experience accessibility problems with any attachments on this advert, please contact the email address in the 'Contact point for applicants' section.
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 the Civil Service People Plan (opens in a new window) and the Civil Service Diversity and Inclusion Strategy (opens in a new window)., Appointment to the Civil Service is governed by the Civil Service Commission’s Recruitment Principles. You have the right to complain if you feel there has been a breach of the Recruitment Principles.
In the first instance, you should raise the matter directly via ubsrecruitmentcomplaints@hmrc.gov.uk. If you are not satisfied with the response, you may bring your complaint to the Commission. For further information on bringing a complaint to the Civil Service Commission please visit their website.

The successful candidate will be a proactive and organised individual, ideally with experience of working in a diary management or business support role.
You will be expected to prioritise your own workload and working responsibilities in line with your principal and your teams’ priorities, ensuring work is actioned in a timely manner to agreed deadlines.
+ The ability to communicate and build effective working relationships with both peers and senior colleagues.
+ Ideally will have some experience working in a Private Office or experience in a similar environment.
+ Experience and the ability of working in a fast-paced, changing environment with competing demands managing your own time and that of your principal in a highly organised manner, prioritising multiple demands, good organisational skills, and the ability to understand your principal’s priorities and act accordingly.
+ Enthusiasm to build a good understanding of your principal’s priorities and the work of the directorate.
+ The ability to work collaboratively and flexibly with others and within a dynamic team, often to short deadlines, to achieve common goals.
+ Good judgement and a considered approach to situations, tasks, and problems.
+ Ideally will have some experience of building and maintaining working relationships with senior leaders/managing upwards.
+ Experience of working with Office 365 (SharePoint, Outlook, OneNote, and Excel).
Desirable Criteria:
+ Some experience as a Personal Assistant/Business Support/Diary Manager, working in a Private Office or experience in a similar environment, with good organisational skills.
+ Ideally will have some experience of building and maintaining working relationships with senior leaders/managing upwards.
+ Diary and inbox management experience and a good knowledge of the functionalities available with Outlook, SharePoint, One Note., Combined TC and OGD Pay - English Opens in new window (docx, 132kB)

Alongside your salary of £34,093, HM Revenue and Customs contributes £9,876 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
HMRC operates both Flexible and Hybrid Working policies, allowing you to balance your work and personal commitments. We welcome applications from those who need to work a more flexible arrangement and will agree to requests where possible, considering our operational and customer service needs.
We offer a generous leave allowance, starting at 25 days and increasing by a day for every year of qualifying service up to a maximum of 30 days.
+ Pension - We make contributions to our colleagues’ Alpha pension equal to at least 28.97% of their salary.
+ Family friendly policies.
+ Personal support.
+ Coaching and development.
To find out more about HMRC benefits and find out what it’s really like to work for HMRC hear from our insiders or visit Thinking of joining the Civil Service