View Vacancy - Team Coordinator (BEL18.608)

The UK Permanent Representative's Office is looking to recruit a Team Coordinator for the Communications, Press and Media team.

This is a varied and interesting role, providing a combination of administrative and communications support across the Team.  It will suit someone who is willing to work flexibly and take initiative.  No two days are the same!

As Team Coordinator, you will play a central role in the smooth running of the Communications Team.  You will provide administrative support and advice, engaging across the team to ensure work is delivered. Alongside traditional administrative duties, such as setting up meetings and travel arrangements, there is a strong element of communications support: you can expect to be in regular contact with our Media Offices across Whitehall. 

This will be a particularly exciting time to join UKRep as we leave the EU and establish our new partnership.  You will be responsible for managing the Team’s budgets and publications accounts, maintaining the forward-planning grid, setting up media events and assisting to produce one of our most widely read products, the ‘Bubble Bulletin’.  You will also act as the liaison with the Public Diplomacy Team and the Corporate Team, to ensure a joined-up approach.

The Team

UKRep’s Communications Team are responsible for explaining the UK’s position to help ensure our policies are clearly understood.  The Team ensures the UK’s interests are promoted to other Member States and the EU Institutions on the full range of EU business.  The Team has recently expanded to include a dedicated Digital Diplomacy and Strategic Communications function.  We are a strong and friendly team, who are ready to help and support. 

Your Development

UKRep is committed to learning and development.  We employ staff from the widest possible range of backgrounds, outlooks, and professional experiences, and everyone plays a role in achieving the Posts objectives.   There are opportunities to participate in the life of the Mission through internal events and corporate activities. Whilst you will own and be responsible for your Development plan, we will absolutely support your PDP and allow time and space for development.  We will encourage you to get involved in tasks which build strength in the competences, and to engage with the Diplomatic Academy.   You will have the opportunity to lead on ad-hoc bespoke projects, and if you wish to do so, to shadow or provide cover for other colleagues. 

What we’re looking for

Good time management, a proactive approach, flexibility and a sense of responsibility will be essential in order to appropriately balance competing demands.  Excellent customer focus is also important, as the role involves coordination with colleagues across the Mission and across HMG.

The period up to and during the UK’s exit from the EU will be an extremely busy period, and this could mean there is a requirement to occasionally work longer hours than contracted, including outside core hours.  As an integral member of UKRep, you will be expected to be flexible and adapt to help cover during this busy time, but UKRep has the advantage of offering Time off in Lieu for any extra hours worked.

Main Duties and Responsibilties

• Working with Digital Officer to monitor traditional and social media in order to produce the Daily Brussels Bulletin. Monitor the Commission’s Midday press briefing and other press conferences as required. (ca.15% of time)
• Produce and distribute weekly media planning grid, liaising with colleagues in Whitehall Departments and researching activity of the EU institutions. (ca.20% of time)
• Responsible for the logistic of UKRep media events, including issuing invitations and making security arrangements.  Maintaining the Team’s database of media contacts, and distributing media material. (ca.15% of time)
• Provide administrative support to the Team: arranging meetings and booking rooms; travel bookings; budget monitoring; information management; and maintaining the UK delegation press room in the Council building. (ca.30% of time)
• Work closely with the Team Coordinators across UKRep, especially with the Public Diplomacy and Corporate Teams, including working flexibly to provide support on our wider Mission and cooperate objectives (ca.20% of time)

• Excellent organisational skills; proven ability to plan and prioritise tasks;
• Experience of working in a team;
• Ability to anticipate and solve problems, with a strong attention to detail;
• Good IT skills with sound working knowledge of Outlook, Word, Excel, social media and typing skills (for short transcripts);
• Strong communication skills