View Vacancy - CPK - Visits and Events Officer, B3(L)

The successful candidate will support a busy and lively team located at the heart of the Embassy, working on high-level visits and events, managing the structures that underpin the UK-China Bilateral relationship and supporting the effective operation of the Embassy.

The jobholder will need to demonstrate excellent communication and organisation skills and a practical approach to multiple tasking and problem solving. Being a team player with sound judgement, strong interpersonal skills, a flexible can-do attitude, and an ability to both trouble-shoot and spot opportunities is essential. The job will suit a self-starter who enjoys being at the centre of action and has a broad understanding of the UK-China relationship. The successful candidate will have the opportunity to grow and shape the role to suit business needs, and grow their career, developing essential visits, events and project management skills.

Visits and events (75%)

Lead responsibility for coordination of ministerial and senior-official visits, logistics lead for PM and VIP visits:

• Maintain and update the China network visits sharepoint site with guidance, templates, examples of best practice and visits statistics.
• Identify key visits across the network that require support from the visits team, and manage visit resource allocation.
• Collect and collate feedback from colleagues involved with visits to identify pressures or knowledge gaps. Deliver training to share best practice including through drop in sessions and clinics throughout the year.
• Manage and provide guidance on all logistics and protocol arrangements, including visa invitations; car plans; flight bookings;  VIP airport arrangements; hotel and venue bookings; interpreters; accreditation; liaison with venue/Residence staff; budgets and charging instructions;
• Ensure consistently high-standards for visits and events by proactively offering advice to colleagues, identifying capability needs and proactively supporting the development of others

Secretariat Support (20%)

Act as the Secretariat for the High-Level Visits Coordination Group and Crisis Management Group, including liaison with sections, partners across government and consulate-generals to support unit governance; clerking and facilitating senior official level meetings; and support to Deputy Head of Mission as directed. The jobholder is a key member of the Crisis team, supporting Crisis Exercises and strategy development, robust forward planning, training, recruitment of new members and stakeholder liaison.

Other duties (5%):
The role also includes contributing to political section’s work, supporting teams’ research and outreach work, attending meetings and writing up readouts.

Line Management responsibility for 1xA2 Support Officer

• Excellent organisational skills
• Project, visit and/or event management skills
• Strong operational IT/Office skills
• Experience dealing with stakeholders at all levels and communicating with a wide variety of people
• Excellent interpersonal and communication skills