View Vacancy - Personal Assistant (BEL23.291)

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)
Northern Ireland Executive

Our daily work relies on the input of dedicated individuals who engage on many different topics and activities. We seek to employ a diverse range of candidates who bring their own talents and perspectives to the role. We have a strong corporate agenda that ensures we create a positive and inclusive working environment where everyone is valued for their contribution.

An exciting opportunity has arisen for a Personal Assistant in the Office of the Northern Ireland Executive in Brussels (ONIEB).

The office was established in May 2001 and it is set up to strengthen Northern Ireland’s relationship in Europe. It provides a central liaison point between Northern Ireland (NI) Ministers, the EU Institutions and the wider European countries and regions. It assists and facilitates NI Departments in their relations with European bodies and aims to ensure that Northern Ireland’s interests are represented in negotiations and decision making. The office is part of the wider family of the UK Diplomatic Missions in Belgium. Visit brusselsni.com or @brusselsNI for more information. The office also houses the Brussels hub, which provides a work space in Brussels for NI organisations.

The job will involve supporting the Director and Deputy Director of ONIEB in all aspects of their responsibilities, managing the reception desk and being the first point of contact within ONIEB for many outside organisations and third parties.

Roles and responsibilities:

Personal Assistant to the Director: managing the diaries of the Director including handling visitors, arranging travel, visit programmes, organising meetings and hospitality. Dealing with written and telephone enquiries, managing correspondence, e-mail traffic, commissioning briefing for meetings, document creation, keeping records of meetings and general administration.  Working closely with the Director and policy officers to ensure diaries do not conflict, Assisting with Belfast based staff communications. Assisting the Deputy Director when required;

Managing Relations with NICS and outside organisations: co-ordinating teleconferences and meetings with Ministers and senior officials in NI and ONIEB with a range of outside organisations. This will include agenda setting, recording outcomes of discussion and following up on action points;

Managing Reception desk: greeting visitors, managing phone calls, setting up meeting rooms, looking at arrangements and logistics for the use of the office space;

Flexibility: as an integral part of the Brussels team,  supporting the overall management and wellbeing of the office. This can include the setting up, clear up and assisting with the smooth running of visits, receptions and events held in the Office. Provide cover arrangements, including to support flexible working.

  • Fluency at C1 level in English according to CEFR Framework*, or equivalent

  • Previous experience of successful Personal Assistant management

  • Strong IT (Microsoft Office and Outlook) skills

  • Effective drafting skills

  • Ability to think ahead, think strategically and act on own initiative

  • Ability to deliver results quickly, coping with multiple simultaneous tasks in a senior and complex working environment

  • Strong time management and prioritisation skills

  • High standards of efficiency, self-motivation and resilience

  • Team-working ability, flexibility

  • Discretion alongside good judgement

  • Experience of dealing with senior people

  • Fluency at C1 level in French according to CEFR Framework*, or equivalent

  • A college degree in any subject

  • Experience of working in a team

  • Experience of working in a fast paced office environment and utilising office based skills

Seeing the Big Picture, Managing a Quality Service, Delivering at Pace, Working Together
13 June 2023
Administrative Officer (AO)
Full-time, Permanent
36.25
Europe, Eastern Europe & Central Asia
Belgium
Brussels
British Embassy
1
EUR
4,004.53
1 August 2023

This is a full-time permanent contract for 5 working days (36.25 hours net) per week. 

The monthly gross salary for this position is € 4,004.53, AO level. In addition, we offer an extensive salary package, which includes a 13th month, luncheon vouchers, pension scheme, optional hospitalisation insurance (subject to monthly employee contribution), reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

The successful candidates will be subject to professional background checks and security clearance.

Passport: officers are expected to be in possession of a passport due to the possibility that they may be asked to undertake business travel.

Visa/work permit requirements: candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract.

Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment  levels  please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.

Please be advised that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

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.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

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.