View Vacancy - Corporate Services Assistant

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 identity, 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.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Estates

Under the guidance of the Corporate Services Manager, the Corporate Services Assistant will be responsible for the day to day running of the british High Commission office reception area which will include switchboard operation, answering queries from the general public and the dissemination of information throughout the High Commission. With responsibility for a varied range of Corporate Services support activity, this role assists in the effective delivery of the Corporate Services platform.

RECEPTION

  • Switchboard operation including answering calls, diverting to correct recipients, greeting and answering queries from the general public, using the public announcement system when required. Providing assistance to prospective students on request by referring them to the appropriate source for information.
  •  Coordination of all mail & courier services including daily liaison with couriers & quick pack service providers. Outgoing mail records and postage, including invites as well as operation of the franking machine. Coordination of incoming and outgoing mail including protocol notes. Recruitment no vacancy letters.
  • Liaison regarding newspaper subscriptions and distribution of daily newspapers. Regular monitoring of the High Commission general e-mail account, checking, disseminating and responding as appropriate to e-mails.
  • Door entry pass coordination including issue, inventory maintenance and system updates in liaison with the Post Security Manager
  • Meeting room bookings and booking visitor accommodation at local hotels. 
  • Update and circulation of Post contact lists, organograms and phone tree.
  • Regular liaison with the guard force regarding visitor security.

TRANSPORT

  • First point of contact - Transport coordination including receipt of transport requests, allocation of jobs to drivers on receipt of authorised transport requests,  updating of driver’s board, communication of changes to driver schedule.
  • Monthly collation of transport performance indicators in liaison with the Corporate Services Assistant (Protocol & Administration).
  •  Liaison with Private Office for driver requirements.
  • Scheduling internal delivery requests including official event invitations.

 GENERAL ADMINISTRATION

  • Satellite phone coordination including liaison with service providers, inventory, troubleshooting, testing of equipment, and service requests in liaison with the Post Security Manager. VHF Radio test coordinator.
  • Booking group training courses and coordination of visit schedules
  • Completion of disposal records, coordination of post notice boards and regular shredding of Corporate Services documents.
  • Providing ad hoc administrative support to the Corporate Services Manager. 
  • Excellent interpersonal & communication skills
  • CXCs in Maths and English (or equivalent)
  • At least 2 years experience of reception & administrative duties
  • Organisational skills with ability to demonstrate initiative and self motivation
  • Ability to handle multiple tasks and projects at pace
  • Advanced IT experience including MS Office
  • Experience of Diplomatic Administration
8 May 2016
Administrative Assistant (AA)
Part-Time, Permanent
25
Americas, Caribbean & Overseas Territories
Barbados
Bridgetown
British High Commission
1
BD $31,039
5 June 2016
  • The period of probation for this role in 6 months, though the British High Commission reserves the right to extend this in order to fairly assess performance
  • A full induction and coaching will be arranged for the successful applicant. 
  • The pro rated salary for this position at 25hrs p/w is BD$ 31,039  
  • A comprehensive pension plan is offered after successful completion of the probation period. Subject to plan provider approval, group medical coverage is offered after the first month of service
  • Core office hours are 7.45am-4pm, Monday -Thursday and 8am-1pm on Fridays. Hours for this position are 7.45am-1pm Monday -Thursday and 8-1pm on Fridays.
  • Annual leave entitlement is 15 days pro rata in the first year rising to 20 days pro rata after one year of service. A combination of up to 14 UK and local public holiday days are also observed.

CV and a cover letter should be submitted by 8 May 2016. Internal candidates must address their resumes through the Head of Group before applying.

Only successful candidates will be contacted. Please no phone calls. Due to the high volume of resumes we receive, we cannot guarantee consideration of your application if the submission instructions are not properly followed.

 The British High Commission is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.  We do not discriminate on the basis of race, colour, religion, sex, disability, age, veteran status, sexual orientation or other category protected by law.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.