View Vacancy - Personal Assistant to Defence Attache (DEU18.095)

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.
Other British Government Departments (Partners across Government, including UK Visas)
MOD (Ministry of Defence)

The British Embassy in Germany is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking for a Personal Assistant to the Defence Attache (DA), A2(L) based in Berlin, to provide full secretarial, clerical and administrative support to the DA and diary support to Air Attaché (AA), as well as organisation of official Defence Section entertainment and other engagements.

This exciting opportunity is for 12 months to cover the maternity leave of the current jobholder.

The watchwords for this job are reliability, dependability under pressure, flexibility, patience and above all a willingness to work as part of a team.

Main Duties and Responsibilities:

  • Secretarial: organising DA/Dean of Attaché corps & AA diaries. Preparation of programmes, replying to enquiries, responding to/following up invitations, booking transport and accommodation. Maintain records of hospitality offered and received;
  • Organise events hosted or attended by DA & AA, including any Royal visits (2019), Armed Forces Day, Hanse Group, participation in VAMA events etc, including booking of restaurants, creating guest lists, invitations, catering, guest speakers, and presentations – including annual HMA /Def Sect Queen’s Birthday Party, prosperity events and British Community Events. Could organise and attend SofS, Policy Director etc attendance at the Munich Security Conference (MSC) 2019. Assist with ceremonial events such as Remembrance Sunday (November 2018);
  • Executive: prioritising and assessing e-mails and other papers for DA. Preparing relevant background for DA/Dean VAMA appointments. Leading on and completing routine work on behalf of the DA;
  • Administrative: arranging meetings/calls/visits, for the DA, AA in and out of Berlin. Plan and organise the visits of ministerial personnel and senior British officers’ to Berlin and Germany. Reporting of various information to Defence Diplomacy London and Global RAO Glasgow;
  • Clerical: filing, distributing mail, photocopying/faxing.


  • High level of fluency in English written and spoken; ideally high level of fluency in German Language at C2 level CEFR (Common European Framework of Reference) and at least the ability to conduct day to day business in German;
  • Experience of UK Government and MOD working would be an advantage;
  • Good organisational skills;
  • Proven secretarial skills, and familiarity with MS Office (Word, Excel, PowerPoint and Outlook);
  • An excellent telephone manner and ability to maintain confidentiality at all times.
  • Experience of programme/visit arranging is highly desirable;
  • Ability to work and contribute positively as part of a small team;
  • A commitment to Equality and Diversity, non-harassment and bullying, a commitment to learning and development;
  • An interest in International Affairs.
11 April 2018
Administrative Officer (AO)
Fixed Term, Full-time, Temporary
37.5
Europe, Eastern Europe & Central Asia
Germany
Berlin
British Embassy
1
EUR
€36,900 gross per annum (Salary is not negotiable)
18 June 2018

This is a full-time temporary position of 37.5 hours per week to cover maternity leave of the current jobholder. We expect the position to be available for 1 year, however the period could be longer or shorter depending on jobholder’s maternity leave dates.

The British Embassy in Berlin has a strong ethos of Learning and Development, including our Learning and Development Week. In addition, there will be many opportunities to attend external seminars and events on relevant issues. This is in addition to the induction programme offered to all British Embassy staff.

The successful applicant will be encouraged to be actively involved in the corporate life of the British Embassy, contributing to the wider objectives of the British Government’s Germany network and supporting the British Embassy positive working environment.

The successful candidate will be subject to professional background check and security clearance. The successful candidate must have pre-existing work authorization for Germany in order to apply.

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

All applicants should have the right to live and work in Germany.

* Please note Common European Framework of Reference for Languages: Learning, Teaching, Assessment  indicates Level C2 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 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 job.

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.