View Vacancy - Personal Assistant to the DHM; Executive Office

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 (Policy & Political roles)
Private Office

We are recruiting for an A2 Personal Assistant to work with the Deputy Head of our Mission (DHM). He/she will work as an integral part of the Executive Office, working closely to the Head of the Executive Office and with the Diary Secretary to the Ambassador. The successful candidate will have a good overview of all activity in the network and will therefore need to work closely and visibly with all Embassy sections, including the Corporate Services management team, and interact with a range of external contacts in Mexico and the UK in English and Spanish.

This is a varied and challenging position given the unpredictability of tasks and requests in the Executive Office. The successful candidate will undertake a wide range of administrative and organisational tasks; act as filter for issues to be raised with the DHM; and lead on certain corporate projects/initiatives, as required.

Roles and responsibilities:

-70% - Working to the DHM

  • Help the Deputy Head of Mission (DHM) to operate as efficiently as possible by ensuring effective communication with the Executive Office and Embassy/network.
  • Keep the DHM’s ever-changing Microsoft Outlook Calendar and Word Document Foward Look Programme up to date at all times.
  • Liaise with government Ministries, companies and other institutions in Mexico as well as in the UK to develop DHM’s programme of meetings, activities and engagement.
  • Manage the DHM’s budget forecasting and process claims on Prism.
  • Organize logistics, accommodation, travel and programmes for the DHM’s visits.

 

-30% - Working with the Executive Office and on wider corporate work

  • Work as part of the wider Executive Office to prepare events (internal/external) and visits. 
  • Assist the DHM and the Executive Office to undertake on administrative tasks such as: draft correspondence, take minutes, manage contact database and translations. 
  • Act as PA to the Crisis leader, when required.
  • Use of different tools and channels, as well as having processes in place, to deliver high quality and creative internal comms.
  • Update the Forward look for the Embassy and Absence Chart, as well as Business Continuity Chart for crisis; as well as support the DHM for his weekly priorities email.
  • Assist the DHM and the Executive Office on wider Corporate and Staffing issues, as required, such as the Staff Survey.
  • Lead on the Surprise Check Rota, and the Embassy Gift Registry. 
  • 2 years’ experience in an office setting, with a clear understanding of a PA role and internal communications.
  • Excellent attention to detail and ability to deliver at pace, on time and on your own initiative.
  • Flexibility and adaptability to juggle a range of different tasks and to work extra hours as required to deliver to tight and last minute deadlines.
  • Excellent intuition and understanding of DHM’s, HMA’s, the Executive Office’s, Sections’ and corporate  needs and priorities, by understanding the context.
  • Excellent interpersonal skills, excellent team player.
  • Excellent organizational and time management skills.
  • Excellent written and oral communication skills in both languages English and Spanish, and an ability to proof read.
  • Ability to research, digest, analyze and communicate material creatively, clearly and concisely.
  • Ability to work under pressure and to tight deadlines, show resilience.
  • Honesty, reliability, integrity, inclusivity, confidentiality and professionalism.
24 November 2017
Administrative Officer (AO)
Full-time, Permanent
38
Latin America and Spanish speaking Caribbean
Mexico
Mexico City
British Embassy
1
MXN
19,320
2 January 2017
The job requires the candidate to be cleared and operate to Official Sensitive, if they are not able to be cleared to that level then they cannot be the successful candidate. Probation period will be of 6 months because of this. 
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.