View Vacancy - JPN - Corporate Services Officer (Estates, Health and Safety) A2(L) (part-time)
Main purpose of job:
Corporate Services is the “engine room” of the Embassy, providing a broad range of essential services to support delivery of key HMG objectives. We provide platform services to around 160 staff from 7 Government Departments (Partners Across Government - PAGs) in Japan and provide the lead for Corporate Services policies across both posts in the Japan Network.
Reporting to the Deputy Corporate Services Manager, the job holder will lead on estates and health and safety matters for the embassy. They will be involved in regular checks of internal processes and information to ensure that we are delivering our duties as an employer and the embassy is a safe place to work. This requires a methodical approach to recording information, but also good customer service skills when giving advice to teams across the mission. The job holder will signpost the rest of the network to high quality estates and health and safety advice as well as supporting the Deputy Corporate Services Manager in the overall delivery of Corporate Services.
This role would suit someone with experience in corporate services in the past, and ideally with an interest in health and safety implementation in a small organisation with diverse needs.
Roles and responsibilities / what will the jobholder be expected to achieve?:
Health and Safety (0.25 Full Time Equivalent)
- Act as secretariat to the health and safety and housing committees, which consider related issues for decisions.
- Ensure health and safety in the Japan Network meets UK standards and Japanese law/regulations, by carrying out activities agreed by the committees and by conducting audit checks.
- Sit on the Corporate Management Board, and make recommendations to the senior management team on health and safety improvements and mitigating actions.
- Brief contractors and event teams on how to meet their H&S duties, intervening directly to prevent breaches.
- Organise the duties and membership of the safety wardens group on compound, and conduct duties as defined in the safety management system, contributing to effective management of health and safety issues.
- Identify requirements for and implement training in first aid.
- Administrate Diplomatic Bag services and Queen’s Messengers services, supported by embassy drivers.
Estates (0.2 Full Time Equivalent)
- Liaise with the external facilities management services provider, FCO Facility Management Client Unit, and section heads to plan office moves/changes, ensuring we can best use the limited space efficiently.
- Provide initial contract-checks for all leased properties to identify and mitigate potential risks. Ensure lease contracts are saved appropriately and data is recorded accurately on system.
- Conduct annual audit checks of Government Art Collection, antiques etc., and report results to managers.
- Support managers on estate related projects.
Other (0.08 Full Time Equivalent)
- Support the wider Corporate Services Team during staffing gaps or as assigned by CSM/DCSM.
- Corporate contributions.
- Fluent Japanese and business English (e.g. TOEIC 900) or vice-versa.
- Over 1 year working experience in the corporate services field.
- Over 1 year working experiences in a global organisation.
- Over 3 years working experiences in estates or the wider health and safety field.
- 1 month salary bonus equivalents payable in June and December
- (Note: Salary may be reduced due to tax status)
- Commuting allowance of up to JPY35,000 per month (paid on an actual cost basis)
- 13 days paid annual leave (calculated pro rata)
- Health Insurance and Employee pension (kenko hoken/kosei nenkin)
- Employment Insurance (koyou hoken)
- Alongside a number of Embassy-specific courses that will need to be completed on arrival, the Embassy is supportive of learning and development. We offer five development days per year, and regular opportunities for learning and development delivered both within the mission and regionally in Asia. We also focus on using coaching and a buddying system to support new arrivals.
Standard office hours are 0900-1730, Monday to Friday. You will be working 2.5 days/week in a regular working pattern. Agreement of the exact days and hours worked can be discussed and agreed with the line manager
Learning and development opportunities (and any specific training courses to be completed):
The British Embassy offers comprehensive learning and development opportunities that will be fully available to the jobholder. We regularly run both work area specific training, as well as more general skills development in project management, finance, and leadership. Each year the job holder will be encouraged to use five development days to pursue job related and personal development goals.
All staff are required to take a role in the embassy’s crisis preparation and response. Full training will be provided for this and regular opportunities will be available to test and develop your skills.
The applicant must have work authorisation for Japan however if a foreign national, the British Embassy/Consulate General will support a visa application if required.
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.
The start date mentioned in the job advert is a tentative start date and the successful candidate will be required to undergo security vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances.
This opportunity is closed to applications.
