View Vacancy - SIN - Diary Manager to His Majesty’s Trade Commissioner APAC, AO

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.
Other British Government Departments (Partners across Government, including UK Visas)
Private Office

Main purpose of job:

The British High Commission (BHC) is looking for an expert organiser and dynamic team player to provide His Majesty’s Trade Commissioner (HMTC) with administrative support and to manage her diary. It is a fun and fast-paced role requiring excellent organisational skills, flexibility and coordination across multiple teams in a region at the heart of the UK’s trade agenda. This is an excellent opportunity to gain exposure to the world of diplomacy and to work on a wide variety of issues. An expert communicator and coordinator, you will act as a key point of contact for a broad range of internal and senior external stakeholders. The Diary Manager will work closely with the HMTC’s Private Secretary on a day-to-day basis to ensure the smooth running of the HMTC’s Private Office. There will also be opportunities to support the DIT team and wider British High Commission, Singapore with activities and events.

Roles and responsibilities / what will the jobholder be expected to achieve:

  • Arrangement of both external and internal meetings for the HMTC, including senior stakeholder management in a region covering 15 countries
  • Organising and coordinating regular internal meetings, taking minutes as required
  • Assisting the Private Secretary with HMTC’s travel arrangements and hotel bookings
  • Maintaining adequate systems to track and monitor invitations, meetings and events
  • Coordinating with the Private Secretary to prepare the HMTC’s briefing packs
  • Managing the HMTC’s contact lists and advising on stakeholder management and strategic prioritisation
  • Working with Private Secretary to ensure value for money principles and efficient accounting of HMTC’s travel and hospitality costs
  • Provide cover when the Private Secretary is absent.

Essential on arrival:

  • Experience of working with cross-functional teams
  • Good IT skills – MS Office: Outlook, Excel, Word
  • Flexible, adaptable and pro-active with good problem solving and organisational skills
  • Good communication skills both written and oral

Desirable:

  • Previous experience in diary management or working as an executive assistant
  • Experience of working for government/ and or a senior executive
Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together
31 January 2023
Administrative Officer (AO)
Permanent
37.5
Asia Pacific
Singapore
Singapore
British High Commission
1
SGD
$3,744
27 March 2023

We offer a competitive package, which includes basic salary of SGD 3,744 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 10 days into the subsequent leave year; 13 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. This particular role allows for flexibility in start and end times, working compressed hours, working remotely on one or a couple of days in a week, and the possibility of a job share arrangement, subject to agreement with management.

This role requires flexibility to sometimes work outside of conditioned hours e.g. During Ministerial visits.

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.

Staff recruited locally by the British High Commission are subject to terms and conditions of service according to local Singapore employment law. Applicants should be aware that Singapore government  has mandated that from 1 January 2022 only employees who are fully vaccinated can return to the workplace and from 14 February 2022, workers will need to have taken a booster dose to maintain their fully vaccinated status beyond 270 days from the last dose in their primary vaccination series.

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.

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.

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.