About the job

Job summary

For jobs located in Wales, the ability to speak Welsh is desirable.

From the design and development of policies to the delivery of services supporting work, welfare, pensions and child maintenance, DWP is the Government’s largest department.

People are at the very heart of what we do. We ensure disabled people can live more independent lives; help tackle poverty and homelessness; provide a financial foundation for a secure old age; and support families ensuring children can fulfil their potential.

DWP has the largest commercial estate in government and our team is committed to being smaller, greener and better – helping people to work, grow and thrive. Our estate provides accommodation for colleagues who support millions of daily customer interactions in Jobcentres and Health Assessment centres, back of house offices delivering frontline services and hub sites housing expert functions such as Policy, Finance, Digital and HR.

The DWP Estates function ensures the smooth and efficient operation of this network on a day-to-day basis. We manage a private sector supply chain that delivers essential services such as security guarding, maintenance, property and leasehold, construction, cleaning and facilities management. Many of these services are business critical and we cannot safely open our offices without them. 

Our ambitions are to:

• Transition to a smaller, more affordable, and adaptable estate.
• Invest in improving DWP’s buildings and infrastructure, conducted mainly through an extensive programme of planned replacement works .
• Meet our agreed Government Greening Commitments - creating a culture where sustainability is embedded.
• Expertly deliver cost effective services.
• Create a professional working culture that is best in class across the Government Property world.

There is no better time to join us as we transform our estate and make our buildings fit for the future.

Working to the Head of Director’s Office, the Senior Diary Manager not only delivers on the essential Diary Management function for the Estates Director, but also leads the EO Diary Managers supporting the six Estates Deputy Directors who make up our Senior Leadership Team.

This post holder will work day-to-day alongside the SEO Senior Director Support to provide a joint service to the Director, as well as ensuring a cohesive service from the Diary Management Team for our SLT.

They will also work closely with the Admin Support function within the Director’s Office, as well as the Business Management Function within the Corporate Transformation Group and the wider Department.

Job description

Key Accountabilities

• To line manage and motivate the Diary Management team to ensure a highly efficient and effective service is maintained.
• Support the Diary Management team through effective allocation of work across the team while monitoring progress, to achieve delivery targets.
• Keep up to date with our Senior Leadership Team’s (SLT) immediate and long-term business priorities and lead the Diary Management team to ensure the SLT diaries reflect this.
• A strong commitment to learning and improvement – working with the team to proactively identify better ways of working.
• Support in the planning and organising of SLT meetings and wider Estates events, ensuring the team is fully briefed and understands their responsibilities.
• Ownership of the Estates Director’s calendar, arranging meetings, travel and accommodation. Keeping a forward look to identify diary conflicts, whilst also adjusting to accommodate urgent and important meetings.
• Ensuring the Director is fully briefed and prepared for meetings.
• Work closely with other Business Support Teams in the Department and across Government, playing an active role in the Community, sharing knowledge and best practice and developing a strong community presence.

Person specification

Essential Skills, Knowledge & Experience

• Strong leadership capabilities, with demonstrable experience of leading a team.
• Prior experience of working in Private Office/Business Management environments, particularly Diary Management would be highly desirable.
• Ability to work at pace and respond flexibly to competing and changing demands, prioritising own workload efficiently, as well as that of your team.
• Understanding and successful application of how to prioritise, plan and deliver on key work activities without close supervision, showing resilience under pressure.
• Confidence to challenge current practices when identifying process improvements, helping to lead on and implement efficiencies.
• Ability to develop and maintain positive relationships with stakeholders at different levels of seniority, tailoring communication style to suit the audience.
• Strong communication and interpersonal skills, with experience of working collaboratively, building trust and working in partnership with colleagues.
• Proficient use of Microsoft Office especially Outlook, Teams, SharePoint and Tasks by Planner.

Benefits

• 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 average employer contribution of 27%

Location

Applicants should apply for suitable posts where they can travel to and from their home office location daily within a reasonable time.  
Please be aware that this role can only be worked in the UK and not overseas. Relocation costs will not be reimbursed 

Hybrid Working

This job role may be suitable for hybrid working, which is where an employee works part of the week in their DWP office and part of the week from home.  This is a voluntary, non-contractual arrangement and your office will be your contractual place of work. The number of days that anyone will be able to work at home will be determined primarily by business need but personal circumstances and other relevant circumstances will also be taken into account. If you are successful, any opportunities for hybrid working, including whether a hybrid working arrangement is suitable for you, will be discussed with you prior to you taking up your post.

Successful candidates will be posted in merit order based on your location preferences and the geographical requirements of the business

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Experience.

STAGE 1 - Testing, application & 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 02/01/2024. 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.

As part of the application process you will be asked to provide a Personal Statement of no more than 750 words against the essential criteria as outlined above. You will also be asked to provide a short CV.

Your CV should be fairly short and just evidence very brief details of your work history and experience.

Please do not submit a speculative application where you do not meet at least 50% of the essential criteria as these applications will be unsuccessful. Do not include Behaviour examples within your application as these will not be assessed in the sift and will only be used at interview stage.

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

There will be an initial sift of applications based on the Personal Statement only, so please ensure you evidence how you meet the Essential Skills, Knowledge & Experience requirement contained in the vacancy in this section. This will form a short list for interview.

STAGE 2 - Interview

All candidates who are successful at the sift stage will undertake a single virtual video interview.

The interview will follow a blended approach which will help us assess candidates Behaviours and Strengths.

Currently the sift is scheduled to take place w/c 1 January 2024 and interviews w/c 15 January 2024. Interviews are scheduled to take place virtually and dates are subject to change.

Further Information

Find out more about Working for DWP

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

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 https://www.childcarechoices.gov.uk

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 or Disclosure Scotland 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. 

For further information on the Disclosure Scotland confidential checking service telephone: the Disclosure Scotland Helpline on 0870 609 6006 and ask to speak to the operations manager in confidence, or email Info@disclosurescotland.co.uk

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.

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. Applications will be screened and if evidence of plagiarism or copying examples/answers from other sources is found, your application will be withdrawn. Internal DWP candidates may also face disciplinary action.

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. 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.

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

Reasonable Adjustment

At DWP we value diversity and inclusion and actively encourage and welcome applications from everyone, including those that are underrepresented in our workforce.

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 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.

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.