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General Information

Salary
£40,014 - £42,859
Working Pattern
Full Time
Vacancy Approach
External
Location
London
Region
London
Closing Date
12-Sep-2025
Post Type
Permanent
Civil Service Grade
HEO
Number of jobs available
1
Reserve List
12 Months
Job ID
9452

Descriptions & requirements

Job description

Diary and Office Manager to the Secretary of State (Scotland Office)

Overview:

Would you like to have a role delivering change in Scotland?

This role is to be the Diary and Office Manager to the Secretary of State for Scotland. The Secretary of State for Scotland is the UK Government Cabinet Minister representing Scotland.

The Scotland Office supports the Secretary of State in promoting the best interests of Scotland within a stronger United Kingdom. It ensures the people of Scotland are fully and effectively represented at the heart of the UK government, and the UK government’s work is seen and felt in Scotland. As a team, we are all working on:

  • Delivering programmes to support regional economic growth, implement the Industrial Strategy, and promote ‘Brand Scotland’ oversea
  • Ensuring Scotland is at the centre of the Clean Energy mission and the UK Government's work to tackle poverty
  • Demonstrating the UK Government is delivering for Scotland by ensuring that mission outcomes are seen and felt in Scotland and by working with the Scottish Government

The Role

This is an impactful role that offers the successful candidate the opportunity to directly influence the delivery of the Scotland Office’s priorities. As a key member of the team supporting the Secretary of State, you will play a vital role in ensuring the smooth and efficient functioning of the Office.

You will join a friendly, collaborative team of five within the Private Office, which is part of a wider division of 11 staff supporting the political team, including Ministers and Special Advisers. Your primary focus will be on managing the Secretary of State’s diary, liaising effectively with external stakeholders and internal officials to ensure his ministerial, parliamentary, and constituency commitments are all aligned and executed seamlessly.

In addition to diary management, you will work closely with the Scotland Office’s visits and events team to coordinate official visits, logistics, and engagement opportunities. Your strategic oversight of how the Secretary's time is utilised will ensure his engagements support departmental objectives, allowing him to maximise impact and responsiveness.

Beyond the SofS’ diary, you will lead on being the office manager for the team and a vital person in the operation of the Private Office, including preparing daily briefing folders, overseeing the submission of transparency data, and managing departmental correspondence. Your organisational skills and proactive approach will be essential in ensuring the Office runs smoothly and efficiently, with appropriate support from the wider team.

As you develop in the role, there will be opportunities to take on Private Secretary responsibilities, supporting specific elements of the Secretary of State’s portfolio, contributing to your professional growth and deeper involvement in high-level government work.

This role not only offers the chance to be at the heart of ministerial support but also provides a platform to develop strategic insight and operational expertise within a high-profile government department.

Person Specification

We are seeking an ambitious and motivated candidate eager to develop their skills in this dynamic role. This is an environment rich with opportunities for learning, growth, and taking on new, meaningful challenges. We value a proactive attitude and creativity in managing the Secretary of State’s time, with the confidence to approach each task with innovation.

The ideal candidate will be self-assured in prioritising a busy workload and will thrive in working alongside Ministers, Special Advisers, and colleagues at all levels of seniority. Strong communication and organisational skills are essential, as is sound judgement and the ability to remain calm, reliable, and resilient under pressure. This is a fantastic opportunity for someone looking to make a tangible impact while further developing their capabilities in a supportive and high-profile environment.

The Main Responsibilities Include

Dairy management:

  • Develop and sustain a sophisticated understanding of the Secretary of State’s strategic priorities, ensuring his diary reflects an optimal balance of meetings, events, and engagements that advance key government objectives.
  • Outstanding diary management for the Secretary of State for Scotland. Responsibility for organising meetings, liaising with stakeholders, and making travel arrangements when required. Attend regular meetings to proactively coordinate diaries, agree priorities, and monitor workloads. Preparation of the daily red folder
  • Manage conflicting diary demands with tact, discretion, and a focus on operational priorities. Maintain flexibility to adjust plans as required, consulting the Private Secretary and Minister to ensure sensitive decisions uphold trust and confidentiality.
  • Collaborate closely with the Scotland Office visits and events team to deliver seamless planning of official visits and events. This includes strategic scheduling and logistical arrangements, aiming to maximise the Secretary’s presence and impact.
  • Providing additional support to the wider private office team on shared tasks and other duties. All roles across the team are expected to be flexible to respond to emerging priorities. Supporting the Private Secretary and Deputy Principal Private Secretary as and when required.
  • Support Ministers at engagement events, stakeholder meetings, and visits and events throughout Scotland, as required.
  • Managing sensitive Government information with appropriate care, having regard to political sensitivities, where required.

Office Management

  • Maintain, develop, and implement robust systems that streamline the day-to-day operations of the Private Office. Leading on logistics for meetings, including room bookings, circulation of minutes, and papers
  • Lead the management and oversight of publication processes for ministerial meetings and gifts, ensuring the department’s commitment to transparency and adherence to statutory publishing requirements.
  • Support organisational effectiveness of the Private Office, liaising with the Government Property Unit and Cabinet Office IT services to ensure smooth delivery of ministerial functions.
  • Fostering a high standard of record-keeping and administrative practice, including freedom of information and correspondence.
  • Lead by example in creating a supportive environment that encourages continuous improvement, professional development, and collaborative working across the Private Office team.

Skills and Experience

Essential:

  • Possess excellent organisational skills and be detail-oriented
  • Strong oral and written communication skills and excellent interpersonal and teamwork skills.
  • A “can-do” attitude and team player who can drive forward multiple priorities simultaneously, remaining flexible and resilient.
  • A desire to develop in the role and with a willingness to seize opportunities as they arise

Desirable:

  • Previous diary and/or office management experience
  • Experience in project management skills and tools, to enable effective management of the Secretary of State’s time and priorities
  • Previous experience working in the Civil Service or similar roles
  • A knowledge of, and interest in, the Scottish political context and landscape 

Additional Information

Additional Information

Private Office Expectations

In order to ensure the consistency of support offered to the Minister, it is expected that the successful candidate would commit to remaining in the post for at least 12 months.

As the role is within a ministerial private office, the role requires an ability to work in a fast-paced environment and sometimes to work unsociable hours. The role is not suitable for part-time or job share.

The role will be based in London, and will require:

●     Regular in-person responsibilities, with the possibility for some remote working on an ad hoc basis, for example, on days when the Minister is in their constituency.

●     Frequent travel around Scotland to support the Minister on visits and meetings with key stakeholders.

●     Unsociable hours, including the team rota for weekend duty

●     Occasional travel to Edinburgh will be required to support the Minister at in-person meetings in Edinburgh

Given the above, the role includes a Private Office allowance, worth an extra £5,799 per year.

Security clearance

This role requires CTC-level clearance. Applicants for National Security Clearance (CTC) must be resident in the UK for 3 years immediately prior to their application for Security Clearance. 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).

Application process

As part of the application process, you will be asked to complete:

●     A CV setting out your career history, with key responsibilities and achievements.

●     A statement of suitability (750 words), where you should explain your motivation for applying for the role and how you meet the essential and, if applicable, the desirable criteria under the Skills and Experience section above.

The interview stage will be a blended assessment consisting of:

●     a series of questions against behaviours (and strengths as part of the Civil Service Success Profiles).

○     Managing a Quality Service

○     Communicating and Influencing

○     Delivering at Pace

The application process closes to applicants on the 12th of September 2025. Interview dates are expected to be scheduled between the 22nd and 26th of September and ending no later than the 3rd of October.

Expected timeline (subject to change)

Expected sift dates – w/c 15th of September

Expected interview dates – w/c 22nd of September

Interviews - Your interview will be conducted in person

Further Information

The role is at the Higher Executive Officer (HEO) level and will be based in the Scotland Office in our London site, Dover House. The role comes with an additional allowance, known as a Private Office Allowance, worth an extra £5,799 per year.

Please be aware that the Scotland Office is not an employer in its own right. Staff recruited to work at the Scotland Office will be employees of the Ministry of Justice who provide employment services on our behalf.

We strongly encourage applications from people from all backgrounds and aim to have a workforce that reflects the wider society that we serve. The Scotland Office is committed to promoting a diverse and inclusive community - a place where we can all be ourselves and succeed on merit. We offer a range of family-friendly, inclusive employment policies, flexible location-based working arrangements, people engagement forums, facilities, and services to support people from different backgrounds to have a rewarding career. The post holder will also have an active leadership role across the office and will support making it a fantastic and inclusive place to work.

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

Working Arrangements & Further Information

The MoJ offers Hybrid Working arrangements where business need allows. This is an informal, non-contractual form of flexible working that blends working from your base location, different MoJ sites and / or from home (please be aware that this role can only be worked in the UK and not overseas). All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity.

Some roles will not be suitable for Hybrid Working. Similarly, Hybrid Working will not suit everyone’s circumstances. Arrangements will be discussed and agreed with the successful candidate(s) and subject to regular review.

For nationally advertised role: all successful candidates will be appointed to the nearest viable office nearest to their home postcode and on its respective pay scale.  This will be at either a HQ building (subject to desk allocation, a Justice Collaboration Centre (JCC) or a Justice Satellite Office (JSO) – See Map. All employees will be expected to spend a minimum of 60% of their working time in an office, subject to local estate capacity). 

For current MoJ employees, your base location will need to be changed to the nearest viable office (to your home postcode), either at a HQ building, JCC or JSO within the National Office Network and moved its location’s respective pay scale (any legacy arrangements/locations will need to be amended).

Some of MoJ’s terms and conditions of service are changing as part of Civil Service reform. The changes will apply to staff joining MoJ who are new to the Civil Service. Staff joining MoJ from other civil service employers will transfer onto the new MoJ terms if they are already on 'modernised' terms in their current post or onto 'unmodernised' MoJ terms if they are on 'unmodernised' terms at their current post. Details will be available if an offer is made.

MoJ candidates who are on a specialist grade, will be able to retain their grade on lateral transfer.

All candidates who are currently in receipt of Mark Time / Pay Protection should ensure they are familiar with the new policy on permanent and temporary promotion which can be found on the employee intranet.

Flexible working hours

The Ministry of Justice offers a flexible working system in many offices. Standard full time working hours are 37 hours per week. MoJ welcomes part-time, flexible and job-sharing working patterns, where they meet the demands of the role and business needs. All applications for part-time, flexible and job-sharing working patterns will be considered in accordance with the MoJ’s Flexible Working policy.

Benefits

The MoJ offers a range of benefits:

Annual Leave

Annual leave is 25 days on appointment and will increase to 30 days after five years’ service.

There is also a scheme to allow qualifying staff to buy or sell up to three days leave each year. Additional paid time off for public holidays and 1 privilege day. Leave for part-time and job share posts will be calculated on a pro-rata basis.

Pension

The Civil Service offers a choice of pension schemes, giving you the flexibility to choose the pension that suits you best.

Training

The Ministry of Justice is committed to staff development and offers an extensive range of training and development opportunities.

Networks

The opportunity to join employee-run networks that have been established to provide advice and support and to enable the views of employees from minority groups to be expressed direct to senior management. There are currently networks for employees of minority ethnic origin, employees with disabilities, employees with caring responsibilities, women employees, and lesbian, gay, bisexual and transgender employees.

Support

  • A range of ‘Family Friendly’ policies such as opportunities to work reduced hours or job share.
  • Access to flexible benefits such as voluntary benefits, retail vouchers and discounts on a range of goods and services.
  • For moves to or from another employer or moves across the Civil Service this can have implications on your eligibility to carry on claiming childcare vouchers. You may however be eligible for alternative government childcare support schemes, including Tax Free Childcare. More information can be found on www.GOV.UK or Childcare Choices. You can determine your eligibility at https://www.childcarechoices.gov.uk/.
  • Paid paternity, adoption and maternity leave.
  • Free annual sight tests for employees who use computer screens.

Working for the Civil Service

The Civil Service Code 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. Should you feel that the recruitment process has breached the recruitment principles you are able to raise a formal complaint in the following order

As a Disability Confident employer, MoJ are committed to providing everyone with the opportunity to demonstrate their skills, talent and abilities, by making adjustments throughout all elements of the recruitment process and in the workplace. MoJ are able to offer an interview to disabled candidates who meet the minimum selection criteria, except in a limited number of campaigns.

For more information on applying for a role as a candidate with a disability or long-term condition, please watch our animated videos.

You will be able to request reasonable adjustments to the recruitment process within the application form. If you need additional help completing the application form, please contact the TBS Recruitment Enquiries Team.

Diversity & 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 and the Civil Service Diversity and Inclusion Strategy.

A Great Place to Work for Veterans

The "Making the Civil Service a Great Place to work for veterans" initiative includes a guaranteed interview scheme to those who meet the minimum criteria to provide eligible former members of the Armed Forces with opportunities to secure rewarding jobs. Allowing veterans to continue to serve their country, and to bring highly skilled individuals with a broad range of experience into the Civil Service in an environment, which recognises and values your previous service in the Armed Forces.
For further details about the initiative and eligibility requirements visit: https://www.gov.uk/government/news/making-the-civil-service-a-great-place-to-work-for-veterans

Redeployment Interview Scheme

Civil Service departments are expected to explore redeployment opportunities before making an individual redundant. The MoJ is committed, as part of the Redeployment Interview Scheme, to providing opportunities to those who are 'at risk of redundancy'.

MoJ is able to offer an interview to eligible candidates who meet the minimum selection criteria, except in a limited number of campaigns. Candidates will not be eligible for the Redeployment Interview Scheme if they are applying on promotion.

Civil Service Nationality Rules

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) https://www.gov.uk/settled-status-eu-citizens-families
  • 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) https://www.gov.uk/government/publications/nationality-rules

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.

Contact Information

CONTACT & ADDITIONAL INFORMATION:

For more information about this role, please contact Kaelan O’Bhate (Private Secretary to the Secretary of State) – kaelan.o’bhate@ukgovscotland.gov.uk

MoJ:

If you require any assistance please call 0345 241 5359 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference 9452

HMPPS:

If you require any assistance please call 0345 241 5358 (Monday to Friday 8am - 6pm) or e mail moj-recruitment-vetting-enquiries@resourcing.soprasteria.co.uk

Please quote the job reference 9452

Allowance

The role comes with an additional allowance, known as a Private Office Allowance, worth an extra £5,799 per year. 

Application form stage assessments

Behaviours
A sift based on the lead behaviour, Managing a Quality Service, may be held if a large number of applications are received. If a large number of applications remain after the initial sift, your application will be progressed to a full sift, where all behaviours will then be considered.
Behaviours Application Form Question Word Limit
250
Managing a Quality Service
Communicating and Influencing
Delivering at Pace
Experience
We will assess your experience for this role via the following methods
CV or Work History, Statement of Suitability
Statement of Suitability
Guidance for the Statement of Suitability
When completing your personal statement, please read and understand the Key Criteria thoroughly as this is what your written evidence will be assessed against. Your layout is entirely your preference; you may choose narrative or bullet points, for example. You may choose to address each criteria separately, however, one narrative example may cover and evidence several key criteria.

You may not be able to meet all the key criteria, but please ensure you evidence the key personal requirements and what have you done that relates to the requirements. You don’t have to explain the whole process, just what you have done and the skills and experience you have used.

Share with us what makes you suited to this role and why, what you can do and the skills you have that are transferable to the key requirements, and the life experience or passion you have that are linked to this role.
Evidence of Experience
CV or Work History, Statement of Suitability

Interview stage assessments

Interview Dates
Expected 22nd to the 26th of September
Behaviours
Managing a Quality Service
Communicating and Influencing
Delivering at Pace
Strengths
Strengths will be assessed but these are not shared in advance. To learn more about Strengths and how they are assessed please click here.
Use of Artificial Intelligence (Al)
You must ensure that any evidence submitted as part of your application, including your CV, statement of suitability and behaviour examples, are truthful and factually accurate. Please note that plagiarism can include presenting the ideas and experiences of others, or generated by artificial intelligence, as your own.
Level of security checks required
Counter Terrorism Check (CTC)