View Vacancy - British Defence Staff United States Team Support Officer
As a Team Support Officer:
Conducting administrative day-to-day support for one of six team’s within BDSUS to include diary management, arranging meetings and travel schedules. Be the team focal point for the MODNET computer system and ensuring that data is correctly stored and controlled on the filing system and champion electronic ways of working amongst the team members. Initiating and following through team correspondence as required. Calling for and collating briefs, researching material and co-ordinating staff officer input where appropriate. Handling official sensitive and classified documents and e-mails as required. Control personnel data records as required, including being the focal point for keeping a record of the team outside the Embassy. Maintain contacts in other offices in order to arrange meetings and functions.
1. Ensure principal and the team members are supported in a variety of administration duties, which includes the controlling, filling and recording of information (emails, electronic documents, paper documents) onto the MOD computer systems. Running the Principal’s diary and/or central team diary, highlighting issues in advance where diary conflicts occur. Booking rooms, arranging IT facilities, and setting-up presentations or other media for meetings as required, ensuring the relevant data protection and security protocols are followed.
2. Be the focal point for the recording of team members outside the Embassy footprint and within the USA by maintaining accurate records and contact details in a database. Ensuring the Attaché and Assistant Attaché or Counsellors and their staff are made aware of relevant changes to the footprint on a monthly basis. Liaising with Hd BDSUS and COS team to ensure latest footprint data is incorporated into BDS presentations.
3. Maintaining desk-level contacts in key Government Departments, Congressional, DoD and foreign embassy offices in support of the teams objectives in arranging admin support for a function or event.
4. Be responsible for, and hold if required, a Government Procurement card (GPC) in order to facilitate expenditure within authorised limits and authority. Control and track authorised expenditure to ensure timely completion of annual budget requests and quarterly returns.
5. Maintain competence in Data Protection policies and be the focal point for Data Protection issues in regards to team output.
6. Attend meetings and record information to produce draft minutes of meetings or records of decisions.
7. Arrange accommodation, travel and transport, as required for the Principal and team members in support of team activities.
8. Assisting in the organisation of the principal and team official functions, to include assisting in preparing business cases for official entertainment and functions, maintaining guest data, compiling guest lists, managing invitations, and meeting/greeting guests. Maintain official hospitality book.
9. Handle UK classified information documents on relevant IT systems and in paper copy
10. Be prepared to support other teams in administration support as required.
Essential on arrival: High degree of knowledge of Microsoft Office Applications including Microsoft outlook.
Previous history of working in general administration duties.
Strong interpersonal skills, including the ability to be professional, confident, courteous, and deal with interlocutors at senior level
Strong independent judgement, excellent organisational skills, the ability to multi-task and strong problem solving skills
Excellent customer service skills, with proven ability to take responsibility and exercise considerable discretion
Understanding of UK defence and UK government
On taking up post you will have to complete Data Protection training which is mandated for this post as well as in house training on defence computer systems. The learning and development opportunities, including through formal training courses, are excellent. The job provides scope to broaden knowledge and experience through getting involved in the breadth of UK/US defence engagement.
The British Government recognises the importance of a diverse workforce and the importance of flexible working to achieve that. Working hours in this role can potentially be flexed to meet the needs of individuals, including reduced hours or job share, depending on the team the individual is recruited to.
The successful candidate must be able to start work immediately, once relevant clearances have been obtained.
This is an exciting opportunity to work within the British Defence Staff at the British Embassy, Washington who have six vacancies for General support officers who will provide individual professional administration support to one of six defence teams operating within the British Embassy. The successful candidates will be appointed to one of the teams within the Embassy depending on the individual security and administration requirements of that team.
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, 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.
You only need to make one application to be considered for all six posts. The candidates will be expected to show a history of working in an administrative environment and should provide a covering letter with CV to accompany the FCO application. The post would suit an individual who can work at a demanding pace and has a high standard of IT skills in Microsoft office applications with an ability to balance competing demands.
This opportunity is closed to applications.