View Vacancy - CPK - PA to the Minister-Counsellor and Director for Energy, Environment and Infrastructure A2(L)

UKTI China is at the vanguard of new ways of working across UKTI’s global operations and focuses on strategic high value trade and investment opportunities.  The exact mix of responsibilities within our roles is subject to an evolving strategy and involves a campaign-style approach for supporting the delivery of emerging high value trade and investment opportunities.

UKTI is an extremely busy part of the Embassy operation. It sees a large number of visiting UK Ministers and VIPs and significant engagement with UK and Chinese business – from high-level lobbying and support on large-scale inward investment deals to inward and outward missions to and from UK and China, and consultancy type services UKTI offers to UK business.

The successful applicant will play a key role in providing administrative support for the Sector Director and wider team, and interfacing with other directorates on budgets/ finance and performance monitoring/ management. They will also manage the Sector Directors’s diary, prioritising and preparing work, and lead on taking forward logistical arrangements for their travel and participation in events. Very good organisational, interpersonal and communication skills, and resilience are key requirements for the role.

The PA will work as part of the wider UKTI team, playing a role in delivering high profile activity and visits. As such, the successful candidiate will have the opportunity to be part of a high profile, busy, and ambitious team.  In addition to core work, the successful applicant will have also the opportunity to play a part in a diverse range of work such as planning and delivering Ministerial and VIP visits, running major events, and engaging the business community.

Position responsibilities:

• Pro-active management of in-box, diary and office for the Sector Director: telephone calls, messages, redirections; supporting papers for meetings; prioritisation and rescheduling meetings as necessary; prioritising papers to act on; develop weekly and daily transport programme; draft correspondence, providing a high standard of secretarial support, including fast and accurate turnaround of documents, e-mails; filing sensitive and personal management papers; handling and escorting visitors; arranging travel claims; manage arrangements for appraisals; manage client database; photocopying and paper distribution.
• Provide administrative support by being the docking point for requests from the team on finance, budgets and performance management. Support the implementation of the team’s Monthly Management meeting. Manage team’s budget sheet, pipeline list, staff availability form. Support the wider team in delivering practical & logistical arrangements for visits and events.  Make flight/train bookings/hotel reservations for the team and visitors.  Prepare visit programmes for official visitors and provide practical support. Raising purchase orders for team event. arrangements for official entertainment (placement cards, invitations, team event etc).
• Input data onto the UKTI customer relationship database in support of the China Britain Business Council (CBBC) contract and on behalf of the Directorate.

• Minimum 2 years of full time working experience.
• Good administrative and IT skills (e.g., Word, Outlook, Excel, and PowerPoint).
• Good organisation skills, positive approach to teamwork, and a pro-active attitude.
• A diplomatic, tactful manner when dealing with contacts and colleagues.
• Degree level qualification or equivalent.
• Excellent written and oral skills in English and Mandarin.