Address
Form of workMain purpose of job:
BHC Canberra is at the centre of a five-post Australia Network (the other posts are Sydney, Melbourne, Perth and Brisbane). The network encompasses approximately 140 staff, with over 10 different departments represented on the overall platform. We are responsible for delivering across the breadth of the UK-Australia relationship, from security and defence to trade and prosperity, from consular and law enforcement to political and foreign policy, and from science and tech to agriculture and health, and more.
This role sits within the High Commissioner’s Private Office alongside the Chief of Staff, Visits & Events lead, and Admin Support Officer. The main purpose of this role is to provide a high-quality service to the High Commissioner (HC) and Deputy High Commissioner (DHC) ensuring day to day activities, meetings, internal and external communication and events run smoothly. A fundamental part of this role is effective diary management and scheduling, and insuring logistical elements of travel and engagements are covered to a very high standard.
Roles and responsibilities / what will the jobholder be expected to achieve?
- Support the HC and DHC on operational matters including comms within the Australia network, setting up all staff meetings and conferences as required, HR, budgets and team management.
- Ensure diaries are managed efficiently, de-conflict meeting clashes, prioritisation of commitments, ensure transport for the HC is arranged with internal driver.
- Arrange and book travel with the FCM travel hub. Liaise with Post and co-ordinate the HC & DHC’s domestic and international visit programmes.
- Manage the High Commissioner’s inbox and triage requests to relevant teams.
- Provide support for the wider team and Australia network on arranging programmes and logistics for incoming Ministerial, VIP and other official visits.
- Liaise with Events co-ordinator and Residence team to assist with organising events hosted by the by the HC and DHC at their residences and occasionally at external venues. As necessary, and in conjunction with the event's co-coordinator - Manage invitations, guest lists, co-ordination with members of the team, arrange catering and security, ensuring that all events are run to an exceptionally high standard. Some events may require early starts or evenings.
- Receive, sort and prioritise incoming correspondence and pass to relevant staff for action. Consult and draft suitable replies, where appropriate.
- Manage the High Commissioner’s expenses. Ensure claims are made on time and accurately in line with finance policies.
- Regular minute taking for weekly meetings.
- Line manage and task; as required, administrative assistant
- Other ad-hoc tasks directed from the HC and DHC, as required.
Essential qualifications, skills and experience:
- Self-Starter – must be able to work at a fast pace to a high standard.
- Must be able to take initiative using judgement, strong problem-solving skills, and displaying resilience.
- Excellent interpersonal skills – ability to deal with difficult situations with tact and diplomacy and a high degree of confidentiality when required to achieve desired outcomes.
- Strong, proven administrative skills, diary management and programme arranging.
- Ability to work under pressure to meet deadlines.
- Must be confident in dealing with senior figures, Ministers and VVIPs and their offices.
- Good desk research skills and excellent writing skills
- High level experience using Microsoft Office
Language requirements:
Language: English
Level of language required: Fluent
Desirable qualifications, skills and experience:
- Experience working with a diplomatic mission or government would be a benefit but not essential
- Experience supporting a C-Suite executive
Candidates may send applications on or before 23:55 of 20 February 2024 through this link:https://lnkd.in/gVg_zgm6
