Diary Manager

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.

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 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 more information on where you might be working, review this information on our locations (opens in a new window)

This site is:

• 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

Benefits

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