Ministerial Diary Secretary

The Ministerial Diary Secretary or simply Diary Secretary or Diary Manager is a role in the private office of United Kingdom government ministers. The role involves organising a Minister's calendar of meetings and visits and sometimes arranging associated written briefing from relevant officials. The role is differentiated from (and more junior than) a Private Secretary, who is responsible for policy support to the Minister and management of the Private Office.^[1]

Key aspects of the role include:

• Diary Management The diary secretary provides a comprehensive diary management service to the Minister.^[2] This includes organizing meetings and making travel arrangements when required.^[2] They must exercise sound judgment and flexibility when managing potential diary conflicts in a tactful and sensitive manner.^[2]
• Coordination and Communication Diary Secretaries attend regular meetings to coordinate diaries, agree on priorities, and monitor workloads.^[2] They copy the diary and itineraries to everyone who needs to know, ensuring errors and problems are spotted quickly.^[3]
• Information Management They ensure the Minister is shown all important invitations.^[3] The diary secretary also keeps a file on each engagement, recording what was communicated to the Minister and officials, and what was agreed upon.^[3]
• Distribution of Information The Diary Secretary prepares and circulates a daily diary to relevant individuals, including Ministers, special advisors, the Minister's spouse, and other key personnel.^[3]
• Additional Support They work as part of the Private Office team, providing support to the wider office through flexible and effective teamwork.^[2] This can include supporting the Private Secretary and handling Freedom of Information requests.^[3]
• Considerations for the Minister The Diary Secretary should be aware of the pressures on a Minister's time, including Parliament, constituency, political career, family, and departmental duties.^[3] They should prioritize invitations and meetings that will help the Minister pursue their policies.^[3]