Administrative Assistant A1

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.

Job Description (Roles and Responsibilities)

Main purpose of job:

As a member of the British Embassy’s Corporate Services team, provide administrative support, manage the British Embassy’s reception, handle correspondence, respond to members of the public by email, telephone or in person and liaise closely with all teams in the Embassy. The jobholder will also be responsible for completing financial requisition procedures. This is a busy role and the jobholder will need to demonstrate flexibility, be energetic and proactive.

What will the jobholder be expected to achieve?:

The jobholder will play an important role in ensuring the smooth and efficient running of the Embassy.  An attention to detail and a passion to deliver will be important for this role. The jobholder will work with the Corporate Services team to deliver financial and procurement processes.

Responsibilities:

• Providing support to Embassy teams to deliver key administrative tasks;
• Supporting the Protocol and Executive Assistant to distribute invitations, to manage the process of recording RSVPs from guests in a systematic way and to make calls to guests in advance of receptions and events;
• Issuing Letters of Invitation for Angolan visas for visitors on official business;
• Staffing the Embassy reception, answering calls/managing the switchboard and greeting external guests;
• Coordinating stationery stocks and manage stock levels to ensure we have sufficient supplies e.g. of envelopes, invitation cards, pens & paper, cartridges, etc;
• Supporting the Corporate Services team to raise requisitions and receiving purchase orders as well as other corporate tasks as necessary;
• To be prepared to take on other work as necessaryDescribe a situation that required you to manage a number of pieces of work at the same time.

Essential qualifications, skills and experience

• Previous Administrative  experience

Desirable qualifications, skills and experience

• Good organisational skills;
• Excellent inter-personal and communication skills;
• Experience in managing financial budgets and resources effectively;
• Ability to complete work to a high standard under pressure, with a focus on attention to detail and customer service;
• Good IT skills (MS Office, particularly Word & Excel).

Required competencies

• Changing and Improving, Making Effective Decisions, Managing a Quality Service, Delivering at Pace.