Foreign & Commonwealth Office Job Vacancy For Administrative Support Officer A1

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Job Category  : Foreign and Commonwealth Office (Operations and Corporate Services)

Job Subcategory  : Protocol, Visits and Events

Job Description (Roles and Responsibilities)  

Main purpose of job:

This is an interesting and varied job working in the High Commissioner’s Office in the heart of the British High Commission. The focus of the job is to provide an excellent level of administrative assistance to the Office and support the Executive Assistant to the High Commissioner.

Roles and responsibilities:

• Assist the Executive office with daily administrative tasks.
• Assist the EA to arrange meetings with key contacts and stakeholders, book transport, prepare booklets and coordinate papers ahead of meetings.
• Welcome visitors entering the High Commissioner’s Office and direct or escort them.
• Manage the Executive Office’s stationery and tea services.
• Send out invitations for events in the Executive office and follow up for responses while keeping the residence manager and security informed of attendance and other details.
• Distribute mail from the High Commissioner’s general office mail box to the appropriate sections and also reply to emails where necessary in consultation with the EA to the HC.
• Assist with preparations for events and attend events as necessary.
• Assist with organising travel logistics and visit programmes.

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• Maintain an updated contacts database; maintaining the general filing system; photocopying, scanning and distribution of documents.
• Retrieve and distribute postal items, e-mails and other correspondence pertaining to the Executive office.
• Liaising with IT team to ensure communication with other posts arranged and tested in good time prior to regular meetings.
• Provide cover for the PA to DHC  and EA during absence.
• Provide support to reception team where necessary.
• Assist with processing of the diplomatic bags.
• Any other related tasks as may be assigned.

Essential qualifications, skills and experience  

• Discretion and confidentiality.
• Working knowledge of MS Office Packages.
• Self-motivation, forward thinking, good frustration-management and a positive outlook, this must include the ability to get along with a close-knit HMG teams.
• Strong communication and interpersonal skills.
• Excellent organisational skills.
• The ability to multi-task and time manage, with effective prioritisation.
• Proficient English.

Desirable qualifications, skills and experience  

• Previous experience in administrative assistance.

Required competencies  

Seeing the Big Picture, Collaborating and Partnering, Delivering at Pace, Engaging Internationally