HM Revenue & Customs
Diary Manager
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Croydon - Ruskin Square
Leeds Regional Centre - Wellington Place
Manchester Regional Centre - Three New Bailey
Newcastle Upon Tyne - Benton Park View
Worthing - Teville Gate House
Stratford Regional Centre - Westfield Avenue
London - 100 Parliament Street
Please note that due to workforce controls Leeds is only available to existing HMRC staff in this location.
Job Summary
Discover a career in your hands at HMRC. Whether you're seeking purpose, growth, or a workplace that gives you a true sense of belonging, hear from some of our employees as they share their story about what it’s really like to work at HMRC.
Visit our YouTube channel to watch the full series and come and discover your potential.
We are looking to fill three 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 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, Strategic Investment and Delivery, 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.
Job Description
As a Diary Manager, you will play a key role in supporting senior leaders by coordinating their time, priorities and commitments. You will use sound judgement to balance competing demands, ensuring business priorities are effectively managed and delivered.
Key Responsibilities
- Managing complex and frequently changing senior leader diaries, ensuring priorities are balanced and time is used effectively.
- Coordinating meetings, visits, events and travel arrangements, resolving scheduling conflicts and responding to changing business needs.
- Preparing and quality assuring briefing packs, meeting papers and supporting material to ensure senior leaders are fully prepared for meetings and events.
- Managing correspondence, inboxes and enquiries, responding where appropriate and ensuring actions are progressed in a timely manner.
- Building and maintaining effective working relationships with Private Offices, stakeholders and colleagues across HMRC and the wider Civil Service.
- Recording actions and minutes where required, monitoring progress and escalating issues appropriately.
- Providing flexible support and cover across the wider Private Office function to ensure business continuity.
- Using digital and AI-enabled tools, including Microsoft Copilot, to improve efficiency, streamline administrative processes and support effective decision-making.
Person specification
We are looking for individuals who thrive in a fast paced environment and can confidently manage competing priorities while delivering high quality support to senior leaders.
- Excellent organisational and planning skills, with the ability to manage multiple priorities and tight deadlines.
- Strong communication and stakeholder management skills, with the confidence to build effective relationships at all levels.
- The ability to work independently, use sound judgement and make informed decisions in a fast moving environment.
- A collaborative and flexible approach, with a commitment to supporting colleagues and achieving shared objectives.
- Attention to detail and the ability to handle sensitive information with professionalism and discretion.
- A proactive mindset and enthusiasm for understanding business priorities and delivering excellent service.
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Essential Criteria
- Experience working within a Private Office, Executive Support, Administration or similarly fast paced environment supporting senior leaders.
- Experience managing complex diaries, competing priorities and changing demands while using sound judgement to make effective decisions.
- Experience building and maintaining positive working relationships with senior stakeholders and colleagues across a range of teams.
- Experience coordinating meetings, managing correspondence or inboxes, and delivering administrative support to agreed deadlines.
- Experience using Microsoft Outlook and other Microsoft 365 applications to manage diaries, meetings and business activities effectively.
Working Pattern
Due to operational needs, these posts are full-time; however, applicants who need to work a more flexible arrangement are welcome to apply. We cannot 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 that if you are appointed to 100 Parliament Street, as a condition of working in this location you will be required to obtain Counter Terrorist Check (CTC) level clearance.
To obtain this level of clearance, you will normally need to meet the minimum UK residency period, which for CTC is 3 years UK residency prior to your vetting application.
You may not be able to start in the location until clearance is granted.
If you have any questions about this residency requirement, please speak to the vacancy holder for this post.
Further Location Information
Please ensure that you only apply for a location that you are willing and able to work from, as we will only make one offer of employment. Any additional notes included in a ‘Further Location Preferences (optional)’ field within the application form, will not be considered. Please be aware that you cannot change your location preference after submitting your application.
Office Closures
If your location preference is for the following site, it’s important to note that this is not a long-term site for HMRC and we will require you to move to a new building in the future, subject to our location strategy and the applicable employee policies at that time.
For Benton Park View, Newcastle - moving to Pilgrims Quarter, Newcastle
You will be given more information about what this means at the job offer stage.
Leeds Location
Moves Adjustment Payment will be available for this role, provided the successful applicant is a current HMRC colleague in Bradford and meets the eligibility requirements outlined in the HMRC’s Moves Adjustment Payment guidance.
Behaviours
We'll assess you against these behaviours during the selection process:
- Managing a Quality Service
- Communicating and Influencing
Alongside your salary of £31,096, HM Revenue and Customs contributes £9,008 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides (opens in a new window).
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.
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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
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.
How To Apply
As part of the application process, you will be asked to provide the following:
- A name-blind CV including your job history, previous skills and experiences.
- A 500-word Personal Statement which should be used to describe how your skills and experience would be suitable for the advertised role, making reference to the Essential Criteria and Person Specification as outlined in the advert.
- A 250-word statement addressing the lead Behaviour - Managing a Quality Service.
Further details around what this will entail are listed on the application form.
Sift
In the event of a large number of applications being received, an initial sift may be held on your CV.
At full sift your CV, your Behaviour statement and your Personal Statement will be assessed, with the successful candidates being invited to interview.
We may also raise the score required at any stage of the process if we receive a high number of applications.
Interview
During the panel interview, your Experience will be assessed and you will be asked Behaviour-based questions on Managing a Quality Service and Communicating and Influencing to explore in detail what you are capable of.
Interviews will take place virtually via video link.
Sift and interview dates to be confirmed.
Please note that circumstances may arise that require the planned interview format to change. We will endeavour to provide you with as much notice of any change as possible.
Eligibility
Please take extra care to tick the correct boxes in the eligibility sections of your application form. Mistakes sometimes happen but if you contact us later than two working days (Monday-Friday) before the vacancy closes, we may not be able to reopen your application for you. If you do make a mistake with your eligibility form, or have withdrawn yourself in error and need your application reinstated whilst the campaign is still live, please contact us via: unitybusinessservicesrecruitmentresults@hmrc.gov.uk – Use the subject line to insert appropriate wording for example – ‘Please re-open my application – [insert vacancy ref] & vacancy closing date [insert date]’.
To check that you are eligible to apply for this role, please review the eligibility information before submitting your application.
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