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’ overseas

• 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

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 12^th of September 2025. Interview dates are expected to be scheduled between the 22^nd and 26^th of September and ending no later than the 3^rd of October.

Expected timeline (subject to change)

Expected sift dates - w/c 15^th of September

Expected interview dates - w/c 22^nd 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.

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