View Vacancy - SIN - Executive Assistant to the Deputy High Commissioner (Part-Time), 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.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Private Office

Main purpose of job:

The British High Commission (BHC) is looking for an expert organiser and dynamic team player to provide the Deputy High Commissioner with administrative support and to manage his diary. It is a fun and fast-paced role requiring excellent organisational skills, flexibility and coordination across multiple teams. 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 external stakeholders. You will partner with the Political team and High Commissioner’s Private Office to ensure seamless support to the senior leadership team.

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

  • Arrangement of both external and internal meetings for the Deputy High Commissioner, including management of the diary in coordination with the High Commissioner’s Private Office
  • Organising and coordinating regular internal meetings, acting as secretary to formal, cross-British High Commission (BHC) management meetings
  • Assisting with DHC’s travel arrangements and hotel bookings
  • Liaising with Singaporean and other foreign Government departments to arrange meetings and events
  • Ensuring both Singaporean and UK Government protocol and procedures are followed and in a timely manner
  • Working closely with the drivers to ensure they are up to date with DHC’s diaries on a daily basis
  • Dealing with incoming correspondence
  • Creating and maintaining adequate systems to track and monitor invitations, meetings and events
  • Organising DHC-led events; liaising with stakeholders, issuing invites and management of invitation lists and RSVPs.
  • Experience of working in a cross-cultural environment
  • Good IT skills – MS Office (Outlook, Excel, Word, PowerPoint) and Microsoft Teams
  • Flexible, adaptable and pro-active with good problem solving and organisational skills
  • Good communication skills, both written and oral 
  • Previous experience in diary management or working as an executive assistant
  • Experience of working for government
Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together
23 May 2022
Administrative Officer (AO)
Part-Time
26 hours
Asia Pacific
Singapore
Singapore
British High Commission
1
SGD
2,596
1 July 2022

We offer a competitive package, which includes basic salary of SGD 2,596 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:

This a part time role (26 hours/week) within the High Commission’s standard working hours of 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 and working remotely on one or a couple of days in a week.

This role requires flexibility to sometimes work outside of conditioned hours e.g. During Ministerial visits. BHC Singapore supports and promotes flexible working as a crucial part of our inclusive offering.

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. 

We welcome applications from candidates in countries from which travel to Singapore is feasible under the prevailing Covid-related border restrictions.  Singapore will only allow entry for those fully vaccinated with a vaccine approved under the WHO EUL. Successful overseas applicants are responsible for all costs associated with relocating to Singapore.

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.

All applications must be received before 23:55 on the specified 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.

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

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. We regret to advise that we will only be contacting shortlisted candidates. Applicants called for an interview will be assessed on the core competencies listed above.

Unsuccessful candidates will be notified via the system in due time. 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.