View Vacancy - SIN - Diary Manager to the High Commissioner, A2(L)

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

The British High Commission (BHC) is looking for an expert organiser and dynamic team player to provide the High Commissioner (HC) and Deputy High Commissioner with administrative support and to manage their diaries. It is a fun and fast-paced role requiring excellent organisational skills, flexibility and coordination across multiple teams. This is an excellent opportunity to gain exposure to the world of diplomacy and to work on a wide variety of issues. You will work closely with the HC’s Private Secretary and the Residence team to ensure the most effective use of the Residence in support of the High Commission’s strategic priorities and to meet income generation targets. An expert communicator and coordinator, you will act as a key point of contact for a broad range of internal and external stakeholders. The Diary Manager will work closely with the HC’s Private Secretary on a day-to-day basis to ensure the smooth running of the HC’s Private Office.

Diary Manager

  • Arrangement of both external and internal meetings for the High Commissioner and Deputy High Commissioner, including management of the diary process for the High Commissioner’s Residence.
  • Organising and coordinating regular internal meetings, acting as secretary to formal, cross-British High Commission (BHC) management meetings.
  • Assisting the Private Secretary with HC’s and the DHC’s travel arrangements and hotel bookings.
  • Liaising with Singaporean and other foreign Government departments to arrange meetings and events.
  • Ensuring both Singaporean and UK Government protocol and procedures are followed and in a timely manner.
  • Working closely with the drivers to ensure they are up to date with the HC’s and DHC’s diaries on a daily basis.
  • Dealing with incoming correspondence.
  • Creating and maintaining adequate systems to track and monitor invitations, meetings and events.
  • Coordinating with the HC’s Private Secretary to prepare the HCs briefing packs
  • Leading the events/diary committee to review requests for the use of the Residence for events and liaise with stakeholders on the outcome of the meetings.
  • Organising HC events; liaising with stakeholders, issuing invites and management of invitation lists and RSVPs.
  • Working with Residence Supervisor in managing HC events at the Residence, ensuring they support the country business plan and ensuring Residence income generation targets are met.
  • Act as cover when Private Secretary is absent.
  • Experience of working with cross-functional teams
  • Good IT skills – MS Office: Outlook, Excel, Word, Access
  • Flexible, adaptable and pro-active with good problem solving and organisational skills
  • Good communication skills both written and oral
  • Previous experience in diary management or working as an executive assistant
  • Experience of working for government/ and or a High Commissioner’s/Ambassador’s Residence
  • Event management experience
31 March 2020
Administrative Officer (AO)
Full-time, Fixed Term
37.5
12 months
Asia Pacific
Singapore
Singapore
British High Commission
1
SGD
3,707
4 May 2020

British High Commission Singapore offers time and financial support for the successful candidate to take advantage of professional learning and development opportunities inside and outside of the organisation.

Normal working hours are 37.5 per week: 8.30am to 5.00pm from Monday to Friday.  British High Commission Singapore supports and promotes flexible working as a crucial part of our inclusive offering. This particular role allows for flexibility in start and end times, working compressed hours, working remotely on one or a couple of days in a week, and the possibility of a job share arrangement, subject to agreement with management.

This role requires flexibility to sometimes work outside of conditioned hours e.g. During Ministerial visits.

No accommodation or relocation expenses are payable in connection with this position. You must have or be able to obtain a local work permit.

Staff recruited locally by the British High Commission are subject to terms and conditions of service according to local Singapore employment law.

Employment offers are subject to successful clearance of pre-employment checks. Only short-listed applications will be called for personal interviews.

The British High Commission is an equal opportunities employer and does not discriminate on grounds of ethnic origin, race, religious beliefs, age, disability, gender or sexual orientation.

All applications must be received before 11:55PM (Singapore Time) on 31 March 2020.

Incomplete application forms will not be taken into consideration, so please ensure you provide the information requested. We regret to advise that we will only be contacting short-listed candidates. Applicants called for an interview will be assessed on the core competencies listed above.

Only short-listed applicants will be contacted regarding the next phase of the selection process. To those applicants not short-listed, we extend our appreciation for considering the British Government as a potential employer.

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.