View Vacancy - SIN - Diary Manager to Deputy Trade Commissioner for Southeast Asia, AO
Main purpose of job:
The Diary Manager will provide the Deputy Trade Commissioner Southeast Asia with administrative support, focussed on the management of their daily appointments and meetings. In addition, the jobholder will plan and make travel arrangements, support scheduling interviews, oversee invitations for events, raise purchase orders and administer budgets. They will also manage the administration of the Residence of the HM Trade Commissioner (c.20%).
There will also be opportunities to support the DBT team and wider British High Commission, Singapore with activities and events.
Roles and responsibilities / what will the jobholder be expected to achieve:
- Scheduling of external and internal meetings for the Deputy Trade Commissioner; prioritising meetings, managing diary conflicts, booking rooms and VTC facilities.
- Making overseas travel arrangements and hotel bookings; ensuring these are included in forecast and accounted for correctly.
- Preparing relevant briefings or information for visits and meetings.
- Supporting recruitment by booking rooms for interview, printing applications and other logistical support.
- Raise purchase orders for the wider team.
- Receiving and responding to meeting requests and emails on behalf of the Deputy Trade Commissioner.
- Supporting the HMTC Private Office when required
- Participating in key meetings to understand urgent priorities and manage diaries accordingly
- Managing the Residence of the HM Trade Commissioner: used for guest accommodation (managing bookings, booking cleaners etc) and receptions (sending invites, arranging food and refreshments, booking cleaners etc).
- Other tasks and reasonable revisions to the role in line with business and personnel changes.
- Essential on arrival: Experience of working with cross-functional teams
- Good IT skills – MS Office: Outlook, Excel, Word, Teams, OneNote
- Flexible, adaptable and pro-active with good problem solving and organisational skills
- Good communication skills both written and oral
- Previous experience in diary management or working as an executive assistant
- Experience of working for government
Benefits:
We offer a competitive package, which includes basic salary of SGD 4,118 per month and a generous annual wage supplement (as part of total guaranteed remuneration) of an additional 2 months’ salary paid out in December each year, Central Provident Fund (CPF) payment in lieu for non-Permanent Resident foreign nationals, 23-days annual leave entitlement and a health insurance plan. The basic salary is non-negotiable.
We have a generous leave offer including: 23 days annual leave, increasing to 25 after 5 years' service, with the option to carry over up to 12 days into the subsequent leave year; 14 public holidays; generous maternity and paternity leave; and childcare leave. We encourage volunteerism and offer up to 3 days paid volunteer leave.
We offer medical insurance to support staff with the high costs of healthcare in Singapore and periodic reimbursement for the cost of eye tests and replacement eye wear.
Learning and development opportunities:
We offer time and financial support for the successful candidate to take advantage of professional learning and development opportunities inside and outside of the organisation.
The BHC has an active Learning & Development Committee which works hard to provide a comprehensive L&D offer. There is a wide range of options available for personal development including training courses, coaching and mentoring, job-shadowing, presentations and learning sets. Staff have access to a wide variety of online resources through the International Academy and Civil Service Learning. Staff are strongly encouraged to take advantage of all available opportunities.
All new hires undertake a workplace induction and there are a number of mandatory e-learning courses that must be completed in order to pass probation.
Working Patterns:
Normal working hours are 37.5 per week: 8.30am to 5.00pm from Monday to Friday.
British High Commission Singapore supports and promotes flexible working as a crucial part of our inclusive offering. Our current posture allows for staff to work from home for up to 40% of their working week, subject to line manager agreement.
Other information:
In addition to the duties which this job normally entails, you may from time to time be required to undertake additional or other duties as necessary to meet the needs of the High Commission, including playing a part in the corporate life of the mission and supporting any crisis response.
No accommodation or relocation expenses are payable in connection with this position. You must have or be able to obtain a local work permit which we will sponsor.
Staff recruited locally by the British High Commission are subject to terms and conditions of service according to local Singapore employment law.
Employment offers are subject to successful clearance of pre-employment checks. Only short-listed applications will be called for personal interviews.
The British High Commission is an equal opportunities employer and does not discriminate on grounds of ethnic origin, race, religious beliefs, age, disability, gender or sexual orientation. Our values of Collaboration, Opportunity, Respect and Excellence (CORE) are our guiding principles. We aspire to live our values consistently in order to make the British High Commission a great place to work where staff feel valued, supported and inspired to be their best. To learn more about the Commission, watch Life at the British High Commission Singapore.
Please note that all successful candidates will be expected to serve a minimum of 6 months in their new role before being eligible to apply for further positions within the British High Commission.
Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline."
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
We advise you to allow enough time to complete and submit your full application since only applications completed and submitted before the deadline will be considered.
All applicants are required to mandatorily fill the online application form completely including the employment and educational details, experience, professional skills and behaviour-based questions. We will be thoroughly reviewing the applications and incomplete form in any respect may not be considered while shortlisting for the next stage.
Only shortlisted candidates for interview will be contacted. Interviewees will be assessed on the core behaviours/qualifications listed above. Unsuccessful candidates will be notified via the system in due time.
Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.
For inclusivity and diversity, please remove the following personal information when uploading your CV: name, address, email address, age, date of birth, gender, and nationality.
The start date mentioned in the job advert is a tentative start date and the successful candidate will be required to undergo security vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances.
This opportunity is closed to applications.
