View Vacancy - Support Officer BDSUS S – British Army Team (BAT)
Main purpose of job:
As a BAT Team Support Officer:
Conducting administrative day-to-day support for BAT within BDSUS to include diary management, arranging meetings and travel schedules. Be the team focal point for the MODNET computer system and ensuring that data is correctly stored and controlled on the filing system and champion electronic ways of working amongst the team members. Initiating and following through team correspondence as required. Calling for and collating briefs, researching material and co-ordinating staff officer input where appropriate. Handling official sensitive and classified documents and e-mails as required. Control personnel data records as required, including being the focal point for keeping a record of the team outside the Embassy. Maintain contacts in other offices in order to arrange meetings and functions.
Roles and responsibilities / what will the jobholder are expected to achieve?
- Ensure principal and the team members are supported in a variety of administration duties, which includes the controlling, filling and recording of information (emails, electronic documents, paper documents) onto the MOD computer systems. Running the Principal’s diary and/or central team diary, highlighting issues in advance where diary conflicts occur. Booking rooms, arranging IT facilities, and setting-up presentations or other media for meetings as required, ensuring the relevant data protection and security protocols are followed.
- Be the focal point for the recording of team members outside the Embassy footprint and within the USA by maintaining accurate records and contact details in a database. Ensuring the Attaché and Assistant Attaché or Counsellors and their staff are made aware of relevant changes to the footprint on a monthly basis. Liaising with Hd BDSUS and COS team to ensure latest footprint data is incorporated into BDS presentations.
- Maintaining desk-level contacts in key Government Departments, Congressional, DoD and foreign embassy offices in support of the team’s objectives in arranging admin support for a function or event.
- Be responsible for, and hold if required, a Government Procurement card (GPC) in order to facilitate expenditure within authorised limits and authority. Control and track authorised expenditure to ensure timely completion of annual budget requests and quarterly returns.
Maintain competence in Data Protection policies and be the focal point for Data Protection issues in regards to team output.
- Attend meetings and record information to produce draft minutes of meetings or records of decisions.
- Arrange accommodation, travel and transport, as required for the Principal and team members in support of team activities.
- Assisting in the organisation of the principal and team official functions, to include assisting in preparing business cases for official entertainment and functions, maintaining guest data, compiling guest lists, managing invitations, and meeting/greeting guests. Maintain official hospitality book.
- Be prepared to support other teams in administration support as required.
Essential on arrival:
- High degree of knowledge of Microsoft Office Applications including Microsoft outlook.
- Previous history of working in general administration duties.
- Strong interpersonal skills, including the ability to be professional, confident, courteous, and deal with interlocutors at senior level
- Strong independent judgement, excellent organisational skills, the ability to multi-task and strong problem solving skills
- Excellent customer service skills, with proven ability to take responsibility and exercise considerable discretion
Language requirements:
Language: Must be able to speak and write English fluently.
Level of language required: Fluent
Desirable:
- Understanding of UK defence and UK government
On taking up post you will have to complete Data Protection training which is mandated for this post as well as in house training on defence computer systems. The learning and development opportunities, including through formal training courses, are excellent. The job provides scope to broaden knowledge and experience through getting involved in the breadth of UK/US defence engagement.
The British Government recognises the importance of a diverse workforce and the importance of flexible working to achieve that. Working hours in this role can potentially be flexed to meet the needs of individuals, including reduced hours or job share, depending on the team the individual is recruited to. Candidates interested in flexible working patterns are advised to discuss this with the recruiter.
QUALFICATIONS:
Under US State Department requirements, the UK Government in the US may only employ, as non-diplomatic staff, persons who are US citizens, US Permanent Residents or A visa holders with EAD cards*. If you hold a visa other than an A visa you are not currently eligible to work at our office. Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa. All selected candidates are subject to background checks and will require a security clearance prior to starting work.
*A visas are acceptable at the Embassy and Consulates. The UK Mission to the UN (UKMIS) accepts G visas, and British Defense Staff (BDS) outposts accept A or NATO visas.
ADDITIONAL INFORMATION:
The UK Government operating in the US offers a substantial benefits package including generous leave, a choice of medical insurance, 401(k) matching up to 7%, extensive learning opportunities and a great work/life balance.
Staff recruited locally are subject to terms and conditions of service in accordance with US, state, and/or local employment law.
Internal candidates must inform their supervisor before they apply to a different position.
Only successful candidates will be contacted. Please no phone calls. Due to the high volume of resumes we receive, we cannot guarantee consideration of your application if the submission instructions are not properly followed.
The British Embassy is committed to a policy of equal opportunities and to creating a diverse working environment, free from discrimination, where everyone is included and treated fairly, based on merit alone. We are an equal opportunity employer, making all employment decisions without regard to race, gender, religion, national origin, citizenship, disability, age, sexual orientation, political affiliation or any other criterion protected by law.
This opportunity is closed to applications.
