View Vacancy - Part-time Consular Assistant (CHEB724)

The British Embassy in Berne is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking for a part-time Consular Assistant. The successful jobholder will actively support the other members of the team, i.e., Pro Consuls and Vice Consul of the Consular Section in Berne, to provide modern and efficient consular assistance and fee-bearing services to British Nationals in Switzerland and Liechtenstein. Predominantly customer-facing, this role may include dealing with people in hospital, victims of crime, distressed British nationals, and general administrative duties when required, as it follows:

Assistance

• Handling correspondence, telephone enquiries, and counter enquiries and services;
• Accepting Emergency Travel Document (ETD) applications and processing / approving ETD;
• Maintaining information packs, e.g. Prisoner pack and Bereavement information;
• Performing other administrative duties as required (e.g. processing lost/stolen/recovered passports and recording death notifications).

Administrative Support

• Opening, sifting and logging all incoming correspondence daily, and answering general enquiries by phone;
• Updating / maintaining lists of local providers such as lawyers, translators, hospitals, funeral directors and notary publics;
• Performing other administrative duties as required (e.g. processing lost / stolen / recovered passports and UK driving licences; dealing with lost property; preparing Prisoner Packs; front desk documents and templates, filing and weeding - Consular archive);
• Ordering and overseeing stationary and leaflets supplies;
• Back up for updating the consular content on website and phone tree as required and ensuring information provided is accurate and up to date;
• Back up for producing local management information through the collection of statistical data to strict deadlines;
• Back up for managing online appointments booking system.

Notarial Work

• Preparing documentary services for official signature working within the deadlines and according to guidance;
• Administering Service of Process documents;
• Taking fees for services and recording daily fee takings.

Crisis Management

• Updating the consular elements of the Crisis Management Plan (CMP) and taking part in Post crisis preparedness activity;
• Assisting in Post preparation and response to football matches and other large-scale events;
• Responding to mass casualty incidents or crises;
• Participate in local and regional crisis training and events, keeping awareness on crises up to date;
• Testing monthly consular crisis equipment such as the satellite phone and organising its maintenance;
• Preparing and maintaining grab bags;
• Regional Resilience Support in crisis (voluntarily).

• Fluency in English (both oral and written);
• Excellent organisational and time management skills;
• Good communication and interpersonal skills;
• Good IT skills generally and specifically, a comprehensive knowledge of Microsoft Office (Word and Excel);
• Flexibility, resilience, patience, and the ability to deal with difficult situations, including the ability to work out of hours in an emergency or crisis;
• Previous experience in a customer facing role and ability to response to a wide range of costumers needs;
• Ability to display a high level of discretion and responsibility.