View Vacancy - Executive Assistant, Private Office (BEL22.471)

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)
Political

The UK Mission to the European Union (UKMis Brussels) ensures the UK’s interests are promoted and explained to EU member states and the EU institutions. UKMis Brussels is part of a world-wide network of 270 Diplomatic Posts, representing British political economic and consular interests overseas.

Our daily work relies on the input of dedicated individuals who engage on many different topics and activities. we seek to employ a diverse range of candidates who bring their own talents and perspectives t the role. we have a strong corporate agenda that ensures we create a positive and inclusive working environment where everyone is valued for their contribution.

The Executive Assistant role is an administrative role within the wider Private Office,  a team of five people comprising the Chief of Staff, Private Secretary and two Assistant Private Secretaries, (one working to the Ambassador and one to the Deputy Ambassador), and the Executive Assistant.  Private Office supports the work of the UK Ambassador and Deputy Ambassador to the EU.

At it’s core, the role is responsible for information management within the team, commissioning briefing, monitoring the Mission’s external inbox, and providing administrative support on a range of tasks (e.g. organising events, managing expenses). The role is both fast-paced and full of opportunities to make an impact, and work flexibly within the Private Office. There will be opportunities to deputise for the EO Assistant Private Secretary as required. 

The successful candidate will be a self-starter with excellent organisational skills and ability to set priorities and manage own workload.  They should be a clear and confident communicator, comfortable working across teams and with a range of grades (including senior colleagues), as well as externally, engaging professionally with high-profile stakeholders.

The job holder will be expected to provide invaluable administrative support to the Private Office team to help us keep everything running smoothly.  They will lead on tasks that help Private Office, and UKMis more broadly, to function.  This will involve being flexible, willing and able to carry out a wide variety of tasks, which will include, but are not limited to:

·       Leading briefing process for the Ambassador: proactively commission briefing for engagements from policy teams, (liaising with the Private Secretary, who can advise on content and format) to ensure delivered on time, and to high standard, in line with the Ambassador’s preferences.

·       Organising external events for the Ambassador, managing invitations, guest lists, and logistics, working closely with residence staff where needed.

·       Providing wider administrative support to the Ambassador (e.g. managing expenses).

·       Managing external correspondence sent to the UKMis general email account, delegating to teams as necessary, and monitoring responses.

·       Managing the team budget.

·       Managing information management within the team, including keeping files up to date, recording actions in key meetings, and keeping key Private Office documents up to date.

·       Liaising with the transport team and Residence on the Ambassador’s requirements.

·       Deputising as required for the APS/Ambassador or APS/Deputy Ambassador to cover diary management. 

  • Ability to work flexibly as part of a fast-paced team, re-orientating priorities and workload at short-notice and often under pressure;
  • Excellent interpersonal, customer handling and communication skills;
  • Excellent organisational skills, with a proven ability to prioritise tasks;
  • Strong IT skills, including proficiency in MS Office software.
  • French language skills.
Managing a Quality Service, Delivering at Pace, Communicating and Influencing, Working Together
28 September 2022
Administrative Officer (AO)
Permanent
36.25
Europe, Eastern Europe & Central Asia
Belgium
UK Mission to the European Union (UKMIS), Brussels
British Embassy
1
EUR
3,849.03 (gross)
8 November 2022

This is a permanent full-time contract for 5 working days (36.25 hours net) per week. The monthly gross salary for this position is  €3,849.03 (gross), AO level. In addition, we offer an extensive salary package, which includes a 13th month, luncheon vouchers, pension scheme, optional hospitalisation insurance (subject to monthly employee contribution), reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.

The UKMis Learning & Development (L&D) Committee coordinates an extensive programme of L&D activity. UKMis has a strong L&D culture and is committed to creating opportunities within the job to stretch or develop particular skills. Our current L&D priorities include building Skills for Being an Outstanding Third Country Mission, Knowledge of the EU and UK-EU Relations and Career Development. The L&D Committee has a small annual budget to which all UKMis colleagues can bid for funding to support L&D activity.

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

The successful candidates will be subject to professional background checks and security clearance.

Passport: officers are expected to be in possession of a passport due to the possibility that they may be asked to undertake business travel.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract.

Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

Please note, Common European Framework of Reference for Languages: Learning, Teaching, Assessment indicates Level C1 as Mastery or proficiency Level which comprehends that a person can understand with ease virtually everything heard or read; can summarize information from different spoken and written sources, reconstructing arguments and accounts in a coherent presentation; can express themselves spontaneously, very fluently and precisely, differentiating finer shades of meaning even in the most complex situations. For more information please click on the following link CEFR. Please bear in mind in case you are invited for an interview your languages skills are going to be assessed.

Please be advised that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

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.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

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.