Diary Manager

Overview

Role: Diary Manager to CEO
Ref: 000A 97D0/1
Pay Rate: £22.73 per hour PAYE
Hours: 37 per week PAYE
Length of Contract: 4 months (may extended)
Location: Hybrid 3 days in the office, London SE1 0LL

Responsibilities

1. Diary Management: Manage and coordinate the DMPC’s diary, working closely with the Mayor’s Office, Chief Executive, Directors and Senior Leadership Team to ensure meetings are appropriately scheduled, prioritised and attended at the correct level.
2. Executive Support: Provide comprehensive administrative support to the DMPC, the Head of Private Office and the Senior Advisor, including scheduling meetings, booking rooms, arranging travel, and ensuring timely access to briefing papers and materials.
3. Information Management: Maintain effective information systems to support prompt responses to queries and ensure the DMPC can fulfil their role effectively, flagging issues and concerns to the Senior Advisor as appropriate.
4. Stakeholder Liaison: Liaise with diary and private office colleagues across the GLA to support effective coordination and communication.
5. Meeting Support: Support and attend meetings as required, including coordinating papers, taking minutes, recording actions and following up as directed by the Senior Advisor.
6. Engagement and Events: Support the DMPC’s internal and external engagement, including stakeholder meetings and events.
7. Inbox Management: Support the Head of Private Office and Senior Advisor in managing the DMPC’s inbox, including handling correspondence, submissions and Deputy Mayoral papers, and providing feedback where required.

General Responsibilities

• Manage staff and resources in line with the organisation’s Code of Conduct, including responsibilities related to preventing fraud, bribery and corruption.
• Promote equality of opportunity and recognise the diverse needs and aspirations of London’s communities.
• Take responsibility for personal and workplace health and safety in accordance with organisational policies.
• Work in accordance with data protection and Freedom of Information requirements.
• Adopt a flexible approach to work, contributing to cross-departmental and cross-organisational projects and teams.
• Undertake other duties as reasonably required.

Key Relationships

Accountable to: Senior Advisor to the DMPC
Accountable for: Staff and resources allocated to the role
Principal contacts: Directors and staff across the organisation, Mayor’s Office, Deputy Mayor for Policing and Crime, Head of Private Office, GLA Executive Office, senior external stakeholders and political office holders.

Person Specification

Essential Requirements

• Experience providing professional executive support at a senior level, including complex diary management and minute-taking.
• Excellent IT skills, including Microsoft Office 365.
• Strong organisational skills with the ability to multitask and coordinate others effectively.
• Ability to assess priorities and filter information appropriately.
• High level of discretion when handling confidential or sensitive matters.
• Confident, proactive and able to work independently with minimal supervision.
• Experience working in a flexible, positive and professional environment.