View Vacancy - JPN - Deputy Head of Ambassador’s Private Office A2(L)

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)
Private Office

Main purpose of job:

The British Embassy Tokyo is part of a world-wide network of Embassies, High Commissions and Consulates, maintaining and developing the relations between the UK and Japan. Our work covers a range of issues including international cooperation in support of our values and working to reduce conflict, building Britain’s prosperity through increased trade and investment in open markets, and supporting British nationals who visit and live in Japan through modern and efficient consular services.

The Ambassador and Deputy Head of Mission (DHM) are supported by a small private office of three staff. The Deputy Head of Ambassador’s Private Office is a challenging and exciting position, offering opportunities to work with Embassy staff at all levels and with considerable scope for personal development.

This role is on a fixed term basis until 31 March 2022 pending the completion of a review into how we deliver senior-level support at the Embassy.

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

This is an exciting opportunity to take on a central role in the busy Japan Network (which includes the British Embassy in Tokyo and the Consulate General in Osaka), supporting both the Ambassador and DHM in their work delivering UK Government priorities.

The responsibilities of this role include:

Diary Management

  • Accurate and active management of the DHM’s day-to-day diary.
  • Arrange meetings/lunches/dinners for the DHM with contacts.
  • Coordinate with the Residence Manager and wider team to reflect the DHM’s personal and representational needs.
  • Organise internal meetings, collate and distribute briefing and information ahead of meetings.
  • Arrange the DHM to undertake representation duties in lieu of the Ambassador.
  • Proofread draft speeches.

Travel

  • Make domestic and international travel arrangements.
  • Pull together and manage programmes for DHM’s travel.

Admin/General

  • Professional representation of the Ambassador, Deputy Head of Mission (DHM), and Private Office.
  • Cover for Head of Private Office as necessary.
  • Act as the secretary to the Japan Network’s corporate management board and crisis committee which will include minute-taking, and take on a specific role as part of the Japan Network’s crisis response team.
  • Open mail/register documents
  • Draft letters
  • Set up video conferences

The jobholder will be expected to take on other tasks commensurate with the grade of the role. Regular team and 1-1 meetings will be used to set both team and individual objectives and will result in changes to duties to meet the current needs of the Japan Network.

The British Embassy, Tokyo supports and promotes flexible working as a crucial part of our inclusive offering. This particular role allows for some flexibility in start and end times, and the possibility of remote working for 1-2 days a week.

  • Core PA skills
  • Organisational and people-handling skills
  • Strong written and oral communication skills
  • A collaborative approach, working closely with other members of Private Office and all teams across the Japan Network
  • Good IT skills – MS Office: Outlook, Excel, Word, Access
  • Experience of working as an Executive Assistant for an Ambassador/Deputy Head of Mission and/or Business executive
4 November 2021
Administrative Officer (AO)
Fixed Term, Full-time
37.5
4 months
Asia Pacific
Japan
Tokyo
British Embassy
1
JPY
361,591 JPY
27 December 2021
31 March 2022

Learning and development opportunities (and any specific training courses to be completed):

The British Embassy offers comprehensive learning and development opportunities that will be available to the jobholder. We regularly run both work area specific training, as well as more general skills development in project management, finance, and leadership. Each year the job holder will be encouraged to use 5 development days to pursue job related and personal development goals.

All staff are required to take a role in the embassy’s crisis preparation and response. Full training will be provided for this and regular opportunities will be available to test and develop your skills.

Employment offers are subject to successful clearance of pre-employment and security checks. Staff who are locally recruited by the British Embassy are subject to Terms and Conditions of Service according to local employment law.

No accommodation or relocation expenses are payable in connection with this position. All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit. Any costs related to obtaining or renewing permits and visas are the responsibility of the successful applicant. 

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. 

Incomplete application forms will not be taken into consideration, so please ensure you provide the information requested. 

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.

REMINDER: 

Applicants are required to fill out the online application form completely including the employment and educational details, motivational segment and the competency based questions. Forms that are incomplete in any respect will not be considered while shortlisting for the next stage so please ensure you provide information requested. Only shortlisted candidates for interview will be contacted. Interviewees will be assessed on the core competencies listed above. Unsuccessful candidates will be notified via the system in due time.

Indicated start date is provisional and subject to successful completion of reference and security checks.

To those applicants not short-listed, we extend our appreciation for considering the British Government as a potential employer.

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.