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View Vacancy - Receptionist

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, 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 and Commonwealth Office (Operations and Corporate Services)
Corporate Services Support

Main purpose of job:


Incumbent to provide day to day administration of the Reception Area and main Switchboard. As part of the Corporate Services Team, the jobholder will be required from time to time, to undertake tasks in support of broader objectives of the High Commission.   Deputy ITSO and back-up to Consular Officer.

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

 

Telephone System

 

  1. Manage incoming and outgoing calls.
  2. Liaison with ECHO to arrange for services and make fault reports

 

Telephone Billing

 

  1. Prepare spreadsheets for payment indicating charges for DFID and BHC rental and call charges for all numbers attached to the switchboard.
  2. Distribute mobile bills to staff for verification of personal calls and data charges.

 

Transport

 

  1. Coordinate official and private transport requests whilst keeping a record of such.
  2. Coordinate daily activity for driver: Admin runs, banking transactions, shopping and maintenance duties with the High Commissioner being priority.

 

Admin Tasks

 

  1. Liaison with Rentokil for treatment of BHC Offices and the Official Residences.
  2. Coordinate reservations and hotel booking for FCO visitors when required.
  3. Check and verify driver overtime sheets.
  4. Calculate and prepare internal invoices.
  5. Receive and dispatch incoming and outgoing mail.
  6. Receive and dispatch diplomatic mail bags.
  7. PRISM Requisitioner/Receipting.
  8. Process mail, all invitations for HC, read letters and pass to relevant person(s)
  9. Distribute newspapers
  10. DHL facilitator for parcel collections
  11. Support Fire Manager in management of fire/bomb/incident alarms and communication systems. Responsible for public address system announcements.

Support to Executive Assistant to the High Commissioner

 

  1. At the end of the day check HC schedule for the following day
  2. Receive all incoming calls for HC. Ensure that you screen the calls.

(You MUST find out from callers his or her name, which organisation they are calling from and the purpose of their call).

  1. Only urgent calls must be forwarded to HC. Messages should be taken for non-urgent calls and sent periodically.
  2. Action all invitations (accept/regret). Note the action to be taken and return to HC.
  3. Make appointments, receive confirmation of appointments, accepts and make RSVPs for HC.

 

Other

 

  1. DITSO
  2. Back-up to Consular Officer

Essential on arrival 3 – 5 years previous supervisory and administrative experience. Good self management, organisational and customer service skills. Good inter-personal skills. Proficiency in use of MS Word and MS Excel

Desirable: Good IT skills, including the ability to learn/adapt quickly to new software.


Making Effective Decisions, Collaborating and Partnering, Delivering at Pace, Demonstrating Resilience
19 February 2018
A1 (L)
Fixed Term, Full-time
37
N. America, Caribbean and British Overseas Territories
Guyana
Georgetown
British Embassy
1
GYD 2,118,056
23 April 2018
BHC Georgetown has an active L&D Committee which scrutinises and oversees bids for training from staff members. We are committed to ensuring all staff has relevant and developmental training opportunities. Incumbent will be required to undertake mandatory IT and Consular training following recruitment.
*24 month contract*
Please be aware that you will only be able to apply to vacancies for Local 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.