View Vacancy - Residence Manager and Social Secretary (ITA23.034) - Internal Only

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UK Mission
Protocol, Visits and Events

The British Embassy to the Holy See is seeking to recruit a Residence Manager and Social Secretary. The main purpose of this job is to conduct a strategic overview and management of His Majesty's Ambassador's Residence, including line management of 2 residence staff. Lead on the planning and organisation of all official entertainment of the embassy/ambassador at the Residence and at external venues. Contribute to the delivery of the Post Country Plan by advising HM Ambassador (HMA)/Deputy Head of Mission (DHM) on Vatican/Church Protocol and events/invitations/speaking engagements. Lead on embassy engagement with Vatican Protocol and act as logistics coordinator for official visits.

Roles and responsibilities:

Residence Manager

  • Ensure that the Residence operates strategically and to a high standard as a venue for HMA’s events, in line with HMA’s requirements.

  • Line manage residence staff (1 butler and 1 maid), providing effective leadership and motivation, encouraging their development through performance management and development activities.

  • Oversee maintenance works, coordinating with colleagues in the Security and Estates/Maintenance Teams.

 

Social Secretary

  • Responsible for the organisation to high standards of all official entertainment at the residence (from formal and informal breakfasts, lunches and dinners, to cocktail receptions, buffet parties, business meetings and afternoon teas) and at external venues (conferences, workshops). 

  • Propose guests lists for HMAs’ events, actively managing the contacts database to extend the Embassy’s reach.

  • Send invitations, handle RSVPs and guest lists; print place cards and menu cards; draft and print seating plans; and greet guests at major/VIP events, with the support of the Executive Assistant. Communicate HMA’s instructions effectively to the residence team.

  • Lead on logistical and catering elements of embassy events at external venues.

  • Project manage the King’s Birthday Party and other major official events.

  • Manage the events budget and ensure value for money for all aspects at the residence, including close monitoring of overtime/TOIL and processing of extra staff payments.

  • Procurement of goods and services required for official events, through the Government Procurement Card. Prepare quarterly reports to HMA and DHM and profile budget spend.

 

Protocol/Visits

  • Advise HMA/DHM on Vatican and Church protocol and arrange meetings with Holy See representatives.

  • Oversee non-standard correspondence for HMA and DHM, ensuring alignment with protocol and strategic objectives.

  • Lead on engagement with Vatican Protocol and the FM’s private office, maintaining excellent working relations.

  • Logistics coordinator for inward and outward royal, ministerial and senior official visits; liaising with Vatican Gendarmerie and UK colleagues on security/access; coordinating arrival and departure arrangements with airport authorities/airlines; arranging calls, accommodation, venues and transport; and producing programme booklets as required; manage VIP requests for visits to Vatican Museums/Gardens/Excavations and General Audiences, managing expectations on what is likely/doable.

 

Corporate

  • Contribute to the wider corporate agenda of the Italy Network.
  • Fluency at C1 level both in English and Italian according to CEFR Framework*, or equivalent;

  • Organisational skills with strong attention to detail and ability to forward plan and manage own work;

  • Experience managing impactful, high-level events;

  • Working with others with strong ability to deal with senior officers and prioritise competing demands with limited supervision;

  • Ability to work under pressure, prioritise work and be self-motivated;

  • Excellent communication skills and experience in managing high-performing teams;

  • A team-player able to work with other members of the embassy and the wider network;

  • Excellent IT (Microsoft Office package (Word, Excel, Teams) and accounting skills;

  • Knowledge of Vatican and Catholic Church structures and Vatican protocol.

  • Previous experience working in an embassy environment.
Changing and Improving, Delivering at Pace, Leadership, Managing a Quality Service, Working Together
6 February 2023
Executive Officer (EO)
Full-time, Permanent
35
Europe, Eastern Europe & Central Asia
Italy
Rome
British Embassy
1
EUR
€2,929.00 gross/month
1 April 2023

This is a full-time permanent position, graded EO according to the Civil Service grading structure. The annual gross salary is € 41,000, with an additional payment of € 10.33 EDR paid 13 times per year (pro-rata). There are 14 salary payments in a calendar year, with double salary payments in June and December. If working less than a full calendar year, the additional salary payments will be pro-rata.

Working hours are 35 hrs per week Monday to Friday, typically from 09.00 – 17.00, with some flexibility.

All staff are enrolled in the Italian state social security and pension schemes, with flexibility to pay into the employee’s private pension scheme if chosen.

All staff employed by the British Embassy are subject to Italian income tax (IRPEF). However the administration of these tax payments will vary depending on nationality.

Staff recruited locally by British diplomatic missions in Italy are subject to terms and conditions of service according to local Italian employment law.

Visa/work permit requirements: Candidates must currently hold the independent right to live and work in Italy 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.

All applicants should have the right to live and work in Italy. The British Embassy does not sponsor for work permits.

When completing the motivation field please make sure you present clearly and concisely why are you applying for the position.

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

FCDO does not pay for travel related expense incurred in interviews (including Security Check) or accept any financial risk, including cancelation or reschedule costs. The FCDO will not meet 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.