View Vacancy - Personal Assistant to Her Majesty’s Ambassador (DNK20.467)

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

Due to COVID-19, you may experience some delay in the progress of this recruitment campaign. We are working hard to minimise any disruption. You may find more information in the Additional Information section below.

The British Embassy in Copenhagen is part of a worldwide network representing British political, economic and consular interests overseas and is now looking for a Personal Assistant to the Ambassador (Job Share).

The Personal Assistant plays a key role in ensuring the efficient working of the Ambassador’s office. This entails ensuring effective management of the Ambassador’s diary and internal and external correspondence, arranging internal and external meetings and collating briefing. They also help arrange logistics for travel and events.

To deliver the job successfully, the Personal Assistant needs to have good organisational skills, the ability to develop and make good use of a network of contacts across a range of different fields including including government, politics, business and civil society. The ability to multi-task and work quickly and accurately under pressure is key.

The role is a part-time job share position, working on a one week on/one week off working schedule. The postholder must be flexible and if necessary work on a different schedule according to leave or other business critical needs.

Main duties and responsibilities:

Diary Management for Her Majesty’s Ambassador (HMA)

  • Organising meetings in accordance with HMA objectives and priorities.

  • Liaison with HMA’s driver/ Protocol Officer/ Residence Manager.

Contacts Management

  • Liaison with senior officials to arrange meetings for HMA.

  • Maintaining relationships with counterparts at other Embassies, Danish Government and other relevant organisations.

  • Active pursuit of briefing papers from Embassy colleagues.

  • Managing correspondence on behalf of HMA.

  • Drafting Note Verbales and letters on behalf of HMA.

Travel arrangements

  • Booking flights and accommodation on behalf of HMA.

  • Ensuring that HMA has valid visas, advances, and documentation for overseas visits.

  • Liaising with Protocol Officer, Security Manager and relevant Embassy departments and to ensure procedures are followed.

  • Ensuring that the Ambassador’s driver is well briefed for internal trips.

General Admin

  • Arranging video and telephone conferences.

  • Taking minutes at Embassy meetings.

  • Registering of documents on behalf of HMA.

  • Cascading information on behalf of HMA to internal and external colleagues.

  • Devising and maintaining office systems, including a contacts database, accounts and budget management.

  • Management of HMA’s Expenses.

Miscellaneous

  • Working closely with counterpart to ensure smooth and seamless delivery of the PA role to HMA.

  • Work with the Residence Manager and team to ensure smooth running of meetings/events at the Ambassador’s Residence.

  • Maintaining good relationships with contacts including Danish Government officials, other Embassies, Partners Across Government etc.

  • Involvement in organisation of high profile visits by VIPs/ Delegations.

  • Involvement in organisation of key Embassy events including the Queen’s Birthday Party.

  • At least 5 years’ experience working as a personal assistant or office manager in an international working environment.
  • Experienced communicator and able to communicate effectively with Senior Officials.

  • Full professional proficiency in English and Danish, including excellent writing skills (C1Level)*.

  •  An understanding of UK culture and a desire and interest in learning more about the UK.

  • Confidence to build and engage an effective network of contacts.

  • Detail orientated with strong organisational skills, including ability to prioritise and deliver effectively.

  • Flexible and resilient under pressure and decisive.

  • Experienced user of Microsoft Office Suite.

  • Have a collaborative approach to team working.


  • Education: Bachelor’s Degree or equivalent.

  • Experience of working in a political environment.

  • Understanding of current affairs/political environment/foreign policy.


29 November 2020
Administrative Officer (AO)
Part-Time, Permanent
20
Europe, Eastern Europe & Central Asia
Denmark
Copenhagen
British Embassy
1
4 January 2020

This is a part-time permanent contract of 20 hours per week on a job share basis.

The successful candidate will be subject to professional background check and security clearance.

The successful candidate must have pre-existing work authorisation for Denmark in order to apply.

Staff recruited locally by the British Embassy in Copenhagen are subject to Terms and Conditions of Service according to local Danish employment law.

Visa/Passport requirements: Candidates must currently hold the independent right to live and work in Denmark and be prepared to ensure that right remains throughout the scope of the contract. Additional requirements may become necessary after 31st December 2020.


Please note 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 advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position.

Information due to COVID-19:

  • You may experience some delay in the progress of this recruitment campaign and we are working hard to minimise any disruption;

  • Interviews will be done remotely if the existing situation determines this to be the right course of action;

  • Starting date may be delayed depending on circumstances at the time and it will be agreed with the selected candidate.

*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment  levels  please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.


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.