View Vacancy - Personal Assistant to Deputy Head of Mission and Minister-Counsellor (POL25.216)

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. The FCDO operates an agile workforce and to facilitate this, you may be required to undertake other duties from time to time, as we may reasonably require.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Private Office

Poland is an important partner for the UK. The British Embassy Warsaw works to develop relations between all parts of Poland and all parts of the UK. Our work covers the breadth of the bilateral relationship, including political, commercial, security and economic issues of interest to both the UK and Poland, which we deliver under the framework of a Country Strategy setting out key objectives. Roles and responsibilities might evolve, in line with the Country Strategy.

 

Main purpose of job:

The British Embassy in Warsaw is now looking to recruit an Personal Assistant to Deputy Head of Mission (DHM) and Minister-Counsellor (MC).

The successful candidate will play a key role in a small and supportive team. The job holder will be working closely with the Senior Management, which gives a unique overview of the day-to-day work of a big and complex Embassy. The ideal candidate should be able to work in a challenging, often fast-moving environment.

 

What will you be expected to achieve:

  • Understanding the priorities of the DHM and MC and forward planning and organising relevant meetings with external stakeholders;
  • Managing DHM and MC calendar;
  • Managing DHM/MC incoming and outgoing correspondence: post, email invites, letters; formatting, scanning and arranging dispatch when necessary;
  • Sending regrets/confirmations to invites DHM/MC receive (by phone or email) to receptions, dinners, lunches;
  • Arranging meetings and appointments for DHM/MC;
  • Managing travel arrangements for senior managers, as required;
  • Working translation of documents for DHM/MC;
  • Printing and scanning of various documents for meetings;
  • Processing DHM/MC expenses;
  • Providing general administrative support in the Private Office;
  • Back-up for other staff in the Private Office, especially to Executive Assistant to His Majesty`s Ambassador, if required;
  • Dealing with office supplies as required;
  • Other administrative duties, if needed.
  • Excellent level of written and spoken English and Polish (both oral and written, minimum C1 level);
  • Good time management skills and ability to deal effectively with multiple tasks;
  • Proven organisational and administrative skills;
  • Strong interpersonal and effective communication skills through telephone, correspondence, and face-to-face contact;
  • Confidence in dealing with senior contacts and colleagues with a strong customer focus;
  • Ability to work independently and as part of a team;
  • Flexibility and ability to work under pressure;
  • Proven IT competence with the full Microsoft Office package, database management, and other standard office technology.
  • Experience as a Personal Assistant and/or Administrative Officer or similar.
Communicating and Influencing, Delivering at Pace, Making Effective Decisions, Managing a Quality Service
13 July 2025
Administrative Officer (AO)
Full-time, Fixed Term
37.5 h/ week
12 months
Europe, Eastern Europe & Central Asia
Poland
Warsaw
British Embassy
1
PLN
PLN 8,955 (gross)
monthly
18 August 2025

This is a full-time, fixed-term position of 5 days (37.5 hours net) per week, from Monday to Friday, for the period of 1 year, with the possibility of renewal.

 

The gross salary for this position is PLN 8,955 gross per month. 

 

Other benefits:

  • Working hours are flexible.
  • Staff are entitled to time-off-in-lieu for agreed extra hours worked.
  • The annual leave entitlement is 20 or 26 days per year pro rata.           
  • The Embassy also enjoys a maximum of 14 Polish/UK public holidays per year.

 

Please note that staff members are responsible for paying any income tax required by the local law. 

 

The successful candidate will be subject to reference checks and the satisfactory completion of a probationary period of three months. 

 

Candidates must have pre-existing right to live and work in Poland for the duration of the job offer in order to apply. The British Embassy does not sponsor work permits. 

 

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

 

Visa / Passport requirements: Candidates must currently hold the independent right to live and work in Poland and be prepared to ensure that right remains throughout the scope of the contract. Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country. 

 

Learning & Development: The British Embassy Warsaw offers a wide range of other development opportunities, including shadowing other teams, mentoring and interactive Learning and Development sessions, as supported by the wider FCDO training offer. (add in any other relevant information) 

 

Working patterns: The British Embassy Warsaw has a strong commitment to work/life balance. Standard office hours are 8.30-16.30 with flexi-hours possibility within the opening hours 8.00-18.00. We also have mobile technology and offer hybrid working with remote working days to be agreed with Line Managers.

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

The start date mentioned in the advert is just an expected start date. The appointment can start earlier or later depending on several factors.

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.