Office Administrator
il y a 2 semaines
Job Description (Roles and Responsibilities) 1
**Who are we?**
The British Embassy in Brussels represents the UK’s political, economic and consular interests with Belgium. It forms part of a world-wide network of UK diplomatic missions and it is now recruiting for an **Office Administrator** to support the running of smooth operations across a range of areas of work.
**Main purpose of job**:
The Office Administrator will be part of the Ambassador’s Private Office, which sits alongside the larger Political and Public Diplomacy Team that engages the Governments of Belgium and Belgian partners in support of UK interests including foreign policy, economic relations, security, science and innovation and culture. The position would suit a self-starter with a keen eye for detail, who would work closely with the Ambassador’s Personal Assistant and Events Manager to ensure the smooth running of office processes as well as external engagements and events.
The Embassy is an exciting and often fast-paced environment. The job would suit someone who is able to multi-task; who can plan ahead whilst flexible to adapt and respond according to priorities of each day. We are also looking for a team player, to be part of a supportive work culture in which members work flexibly to support each other and share their skills.
**Roles and responsibilities**:
Being in charge of the Deputy Head of Mission’s diary:
- Setting up a large volume of appointments, including external appointments and conference calls;
- Filter and respond to mail and daily invitations;
- Organise efficient and cost effective transport for the Deputy Ambassador.
Support the Ambassador’s Personal Assistant and Embassy Events Manager:
- Help to compile guest lists and update the Embassy contacts database;
- Issue invitations and monitor replies;
- Provide practical help at events, such as registering guests;
- Manage the Ambassador’s diary when the PA is absent.
General administrative support in the Embassy:
- Assist with setting up meetings, including booking rooms, set-up, refreshments and (on occasions) note-taking;
- Keep management documents up-to-date, including the staff list, organigrams and mobile numbers for security alerts;
- Maintain well-organised stock of stationary and office materials, and place orders where necessary;
- Assist in maintaining a well-functioning office workspace, including reporting maintenance issues to facilitates management.
Essential qualifications, skills and experience 1
- Full professional proficiency in English (written and spoken, minimum of C1 level for CEFR framework*);
- Proven ability to prioritise and deliver results, meet competing deadlines and work efficiently to tight timescales;
- Previous customer service experience and excellent customer service skills;
- Highly organised & have a keen attention to detail;
- Open and flexible approach;
- Ability to work effectively within a team;
- Strong IT Skills, in particular Microsoft Excel & Word;
- Willingness and ability to review, develop and improve existing systems.
Desirable qualifications, skills and experience 1
**Nice to have**:
- Previous experience of diary management.
- Required behaviours 1- Changing and Improving, Managing a Quality Service, Delivering at Pace, Working Together Application deadline 1
- 6 December 2023
Grade 1
- Administrative Assistant (AA)
Type of Position 1
- Full-time, Temporary
Working hours per week 1
- 36.25
Region 1
- Europe, Eastern Europe & Central Asia
Country/Territory 1
- Belgium
Location (City) 1
- Brussels
Type of Post 1
- British Embassy
Number of vacancies 1
- 1
Salary Currency 1
- EUR
Salary 1
- 3,515.63
Start Date 1
- 15 January 2023
Other benefits and conditions of employment 1
In addition, we offer an extensive salary package, which includes a 13th month, luncheon vouchers, pension scheme, reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.
Passport: officers are expected to be in possession of a passport due to the possibility that they may be asked to undertake business travel.
Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.
Additional information 1
Please be advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position.
- _Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels please click on the following link _CEFR_._
Please bear in mind in case you are invited for an interview your language skill is going to be assessed.
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