7434 - Diary Manager and Researcher (Scotland Office)

Job description

Overview: 

Would you like to have an active role in delivering change in Scotland?  

This role is to be Diary Manager and Researcher to the Parliamentary Under-Secretary of State for Scotland. The Parliamentary Under-Secretary of State supports the Secretary of State in delivering on the Scotland Offices four priorities, and by extension on the delivery and communication of the Governments missions in 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 governments 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

• Ensure Scotland is at the centre of the Clean Energy mission and UK Government work to tackle poverty

• Demonstrating 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 is at Executive Officer (EO) level and will be based in the Scotland Office in our Edinburgh site, Queen Elizabeth House. The role comes with an additional allowance, known as a Private Office Allowance, worth an extra £3242 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 represents the wider society that we serve. We pride ourselves on being an employer of choice. We champion diversity, inclusion and wellbeing and aim to create a workplace where everyone feels valued and a sense of belonging. 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 support making it a fantastic and inclusive place to work, championing diversity

This is an exciting and varied role that will place the successful candidate in a position to have a significant and direct impact on the delivery of the Scotland Offices priorities, as an integral member of the team supporting the Parliamentary Under-Secretary of State.

You will be part of a friendly team of four supporting the Parliamentary Under-Secretary of State, within a wider Private Office division of 11 people collectively providing support to the Political team (our Ministers and Special Advisers).

The core of the role is the management of the Ministers diary, liaising with both external stakeholders and with officials in the Scotland Office to ensure that her ministerial business can be conducted smoothly and complements her personal, parliamentary and constituency activities. In addition to these logistical responsibilities, the role holder will also be expected to have a wider strategic oversight of how the Minister is using her time, and to help with the prioritisation of ministerial meetings and direct engagement with external stakeholders.

A key part of the role will be to also take on ad hoc policy, research and administrative support tasks for the Minister. Exact responsibilities will vary depending on the successful candidate and ministerial requirements but may include researching additional detail for a speech being made by the minister, or ensuring that she is aware of relevant reports by public policy organisations working in Scotland.

As the successful candidate progresses, there may be opportunities to take on Private Secretary responsibilities for some elements of the Ministers portfolio.

We are looking for an ambitious candidate who is keen to develop their skill set in this role, and who would be motivated by an environment where there will be regular opportunities for them to take on additional responsibilities.

The successful candidate will be confident in their ability to prioritise a busy workload and work with Ministers, Special Advisers and colleagues at all levels of seniority.

Excellent communication skills, sound judgement, and the ability to remain calm and reliable under pressure are also essential skills, in addition well as strong research skills.

The Main Responsibilities Include 

• Effective diary management to the Parliamentary Under-Secretary of State for Scotland. Responsible for organising meetings, liaising with stakeholders and making travel arrangements when required. Attend regular meetings to coordinate diaries, agree priorities and monitor workloads.

• Provide ad hoc research and briefing support to the Minister, providing additional material for speeches, briefing notes and stakeholder meetings as required. 

• Exercise excellent judgement and flexibility in managing potential conflicting diary issues in a tactful and sensitive manner, having due regard for business priorities - consulting the Private Secretary and Minister as required.  

• Maintain strategic oversight of how the Parliamentary Under-Secretary is spending her time, ensuring that this is focused on ministerial priorities.

• Leading on logistics for meetings, including room bookings, circulation of minutes and papers. Developing a detailed understanding of the varying administrative needs across the office. 

• Uphold effective administrative processes and accurate record keeping, including upholding departmental responsibilities to Freedom of Information and ‘transparency publications - the lists of ministerial meetings that the department is obliged to publish online.

• Support Ministers at engagement events, stakeholder meetings and visits and events throughout Scotland as required. 

• 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 Principal Private Secretary as and when required. 

Skills and Experience

Essential:

• Possess excellent organisational skills, and be detail-oriented

• Strong oral and written communication skills and excellent interpersonal and team working 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:

• A knowledge of and interest in the Scottish political context and landscape would be an advantage

• Demonstrable research experience would be an asset for this role

Additional Information

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 will be based in Edinburgh, 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 London will be required to support the Minister at in-person meetings in London, including in Parliament.

Given the above, the role includes a Private Office allowance, worth an extra £3242 per year. The role is not suitable for part-time or job share.

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 (500 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.

• An application form against the following key behaviours (at EO or equivalent level):

• Communicating and Influencing - 250 word limit (Lead Behaviour)

• Making Effective Decisions - 250 word limit

The interview stage will be a blended assessment consisting of:

• a series of questions against behaviours (those listed above) and strengths as part of the Civil Service Success Profiles.

• If a large number of applications are received, an initial sift may be conducted on the lead behaviour (Communicating and Influencing).

The application process closes to applicants on 20 July at 23.55. Interview dates are expected to be scheduled between 10 March and ending no later than 21 March. 

Expected timeline (subject to change)

Expected sift date - w/c 21 July 2025

Expected interview date/s - w/c 4th August 2025 

Interviews - Your interview will be conducted by video call.

Further Information

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 James Lishman (Private Secretary to the Parliamentary Under-Secretary of State) - *************@ukgovscotland.com 

Information :

• Company : Ministry of Justice UK
• Position : 7434 - Diary Manager and Researcher (Scotland Office)
• Location : Edinburgh, City of Edinburgh
• Country : GB