Job Description

Are you professional, organised and have strong communication skills?

We are currently recruiting for several exciting roles in HM Revenue and Customs (HMRC). We are looking for Personal Assistants/Diary Managers to provide support to some of our most senior leaders, up to and including Permanent Secretary and CEO level. The Personal Assistant/Diary Manager role is interesting, challenging and exciting and offers a fascinating insight into the issues that affect not only HMRC, but across Whitehall.

Our Diary Manager/PA roles are essential, impacting some of the department’s most high priority and sensitive work as you will plan and coordinate the time of our senior leaders. If successful, you will need to plan effectively, organising the busy schedules of the person or persons you are working for, supporting them to deliver effective leadership. Confidence and strong personal skills are required for you to work well across the department, working with stakeholders within HMRC, the Civil Service and externally.

These are full time posts, based in 100 Parliament Street, Westminster and 10 South Colonnade, Canary Wharf.

Key Responsibilities and Duties
Given the nature of the relationship between a PA/Diary manager and whoever’s diary they are handling, each of these roles will differ and may change over time; but the main duties for these roles are likely to include:

• Responsibility for optimising the principal’s time by planning, managing and coordinating their schedules, resolving conflicts, negotiating and allocating time to priorities and making sure they are in the right place at the right time, with the right information and preparation.
• Coordinating and collating briefings, papers and daily meeting packs making sure the principal is provided with the relevant papers or briefing in advance of meetings. HMRC commonly use OneNote for meeting packs and papers, experience of this tool would be beneficial.
• Actively monitoring the principal’s inbox for correspondence and information for meetings, ensuring you are aware of current issues and priorities so you can make informed choices about their time. Some roles will be as part of a wider office team whereas others will work individually to their principal. Although, the role is still likely to be attached more closely to local business management teams or others in similar roles in the same business area.
• Arranging travel and accommodation when needed, understanding the impact on the principal as well as the need to identify and provide cost effective options. You’ll also need to ensure rooms are available for meetings and arrange for Skype facilities and access, where appropriate.

Other tasks could include:
• Action administration of line management duties
• Assisting with the approvals process.

This list is not exhaustive, and you are expected to work flexibly and closely with others in the team to ensure consistent and effective support to the principal, contributing to the smooth running and management of the office. Applicants should understand the important relationship of a PA/Diary manager with their principal.

Person specification
The applicant should be able to demonstrate;
• An ability to work collaboratively and flexibly with others and within a dynamic team, often to short deadlines and to achieve common goals.
• Strong interpersonal, relationship building and communication skills (both verbal and written).
• Good judgement and approach to situations, tasks and problems, and a self-starter who can work independently.
• Good organisational, time management and planning skills, being able to prioritise and multi-task.
• An ability to quickly but effectively deliver to tight deadlines, whilst remaining professional in a pressured environment.
• Taking responsibility for high quality work, demonstrating personal resilience and strong attention to detail.
• Good working practice of Outlook, Excel, Word, OneNote.
• Previous private office experience is desirable, but not essential.

You will be professional, diplomatic and able to act with integrity – displaying strong corporate behaviours to ensure a professional image of the principal’s office and maintaining strict confidentiality at all times.

Eligible, successful candidates will have an early conversation with their new manager about the potential to enrol on a Level 3 Business Administration Apprenticeship scheme. This option will depend on your previous experience, qualifications and skills, as well as the training needed for the specific role. The apprenticeships provide the opportunity to learn and build valuable skills in the roles, while gaining a recognised qualification and have proven highly successful in HMRC.

How to Apply

Job Types: Full-Time. Salaries: 20,000 - 40,000.

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