View Vacancy - Administrative Support and Pro-Consul (SVN24.120)

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)
Chancery, Consular

The British Embassy in Ljubljana is part of a worldwide network, representing British political, economic and consular interests overseas. We are now looking for a dynamic Administrative Support Officer and Pro-Consul. 

Why you should apply?

We are looking for a proactive and well-organised colleague who will provide professional office administration and practical support for a blind member of FCDO staff.  The duties will be primarily that of an Executive Assistant (75%).  As Pro Consul this role is also responsible for providing consular services to British nationals in Slovenia (25%)

What will you be expected to do?

Administrative Tasks (35%) 

  • Managing e-mail traffic, e.g. prioritising messages in Microsoft Outlook and Microsoft Teams;
  • Preparing expense claims;
  • Organising meetings/events; taking minutes of meetings;
  • Making graphical documents (e.g. PowerPoint documents) screen reader accessible and proof-reading/checking the format of documents produced by the member of staff;
  • Other administrative tasks as required.  

Practical Support (40%)

  • Assisting the staff member at meetings outside the office, including on visits to other parts of Slovenia (this will involve guiding the member of staff or walking alongside them and their guide dog and helping them to find building entrances, meeting rooms etc);  
  • Accompanying the member of staff to receptions and other events, assisting them in identifying other guests and networking;
  • Accompanying the member of staff to media interviews and providing practical support as required;    

Consular Services (25%)

  • As Pro-Consul you will be responsible for providing a high standard of consular assistance to British nationals in Slovenia, under the supervision of the Regional Vice-Consul in Zagreb.
  • Work could include, but is not limited to, supporting those who have been arrested, suffered bereavement or are victims of serious crime including rape or sexual assault.
  • Provide documentary services (e.g. documents for marriage) and print Emergency Travel Documents.

 

Consular work is challenging and very rewarding. You can come into contact with people experiencing distressing and/or traumatic situations: a high degree of personal resilience is required. The different functions of the role will require you to adapt to shifting priorities and operational objectives, whilst maintaining a commitment to excellent customer service and consular service delivery standards. Consular staff have access to a wellbeing programme to ensure colleagues are supported through potentially challenging situations. You will also be part of a network of consular colleagues who work together and provide support and guidance to each other.

 

 





  • Excellent written and verbal communication skills in English and Slovene (minimum of C1 level according to CEFR*)
  • 5 GCSEs, grades A* - C, including English and Maths (or equivalent) / Slovene school certificate;
  • Demonstrable IT skills including Microsoft Word, Outlook, Excel, Teams and PowerPoint. 
  • A can-do, positive, enthusiastic attitude;
  • Attention to detail, able to use their initiative with the aim of delivering a high quality service;
  • Strong interpersonal skills and a good team player
  • Flexible and adaptable, able to manage sometimes competing priorities.
  • Comfortable being around dogs and no known allergies to pets (the member of staff has a guide dog).
  • Willingness to learn and adapt to the requirements of the role.
  • Driving licence, and willingness to drive self and colleague to events in Ljubljana and Slovenia.
  • Flexible to provide practical support outside normal office hours (e.g. evening receptions) and to travel in and outside of Slovenia. Time off in lieu will be given for such work.

No experience of working with someone who is blind or partially sighted is needed as training and guidance will be provided.

  • Experience in providing administrative support in an office environment.
  • Experience creating visual content (photography/video) on social media platforms 
  • Strong interest in international affairs and diplomacy
  • Other European languages such as Croatian, German or Italian would be an advantage for Consular work. 
Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together
4 April 2024
Administrative Officer (AO)
Full-time, Fixed term, with possibility of renewal
40
Europe, Eastern Europe & Central Asia
Slovenia
Ljubljana
British Embassy
1
EUR
2,540.07 gross
1 June 2024

This is a full-time, fixed-term position of 40 hours gross per week for 2 years with the possibility of renewal by mutual agreement.

Please Note: Interviews will be held on the 23rd April 2024 in-person, at the British Embassy in Ljubljana. Successful candidates invited for interviews will receive further details via email in due course. 

The successful candidate will be subject to professional background, security clearance and a probation period of 3 months. 

Candidate must have pre-existing work authorisation for Slovenia in order to apply.

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

Visa / Passport requirements: Candidates must currently hold the independent right to live and work in Slovenia and be prepared to ensure that right remains throughout the scope of the contract.

There may be the occasional requirement for travel outside Slovenia. For example, accompanying the FCDO officer to events at British Embassies in the region such as in Vienna, Sofia, Warsaw or Zagreb. 

The vast majority of this role will take place in normal working hours, but occasional out-of-hours or weekend working may be required. (We aim to minimise this wherever possible. Where it cannot be avoided, we aim to plan this ahead of time; to respect personal circumstances; and to compensate with time off in lieu.)

The job cannot be done fully remotely, but we are open to proposals for flexible working – for example altered working hours or working from home 1-2 days per week. Many colleagues have worked from home for the majority of the pandemic period.

We want candidates with potential and ambition to grow. We are committed to supporting you with the following Learning and Development opportunities:

Continuous learning and personal development is really important to us – everyone has strengths to build on, or challenges to overcome. Our L&D offer can help you achieve your best results. Early opportunities will include pre-arrival familiarisation training and formal training from London on our global digital communications approach and network.  

Administrative Officers may also have opportunities to develop policy and project management skills. 10% of AO job descriptions will be set aside for professional development, based on the 70/20/10 model - experience/exposure/education (where 90% is informal on-the-job learning, and 10% classroom learning).

You will also have the opportunity to undertake the International Academy Foundation Curriculum, and receive a professional qualification if you pass the final exam.

The FCDO’s Diplomatic Academy offers a range of courses, including accredited qualifications to help you familiarise yourself with the work of the UK government internationally and how diplomacy works. And L&D funding is available to support your bids for further external training that will benefit you in the role. 

As you develop in the role you might also explore job swaps or shadowing across our European network, formal training, and on-the-job training in a range of areas where you may need support. 

What do we offer you?

  • A fun, fast paced, rewarding work environment – you’ll be able to develop ideas that are listened to and often implemented;
  • Investment in your skills: on-the-job training as well as professional development;
  • A flexible/hybrid working environment (subject to some Ts & Cs.);
  • Great colleagues – we are proud to hire friendly, driven, passionate people;
  • A great place to work: an emphasis on work/life balance and wellbeing, free espresso, and more!

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 position.

*Please note for more information on the Common European Framework of Reference for Languages: Learning, Teaching, Assessment levels please click on the following link CEFR. Please bear in mind in case you are invited for an interview your language skill is going to be assessed.

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.