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Foreign and Commonwealth Office (Policy & Political roles)
Private Office
The UK Permanent Representation to the EU (UKRep) works within the EU and its member states to maximise British influence on issues such as trade, the single market and economic growth is now looking for a Personal Assistant to the Deputy Permanent Representative.
UKRep is a great place to work. Our ground-breaking programme ‘UKRep Excellence’ and our in house training hub offers interesting and valuable learning opportunities.
The Assistant to the Deputy Permanent Representative job will involve supporting the DPR in her responsibilities as a member of UKREP’s senior management team and as the UK Representative at part one of the Committee of Permanent Representatives (COREPER) to include preparing for and delivering the Presidency.
Main Duties / Responsibilities
- Managing the DPR’s Office managing all aspects of DPR diary (including visitors and visit programmes), transport, entertainment, information flows and retrieval, dealing with written and telephone enquiries, commissioning and checking briefing for meetings, document creation, budget management, communicating with staff on the DPRs behalf;
- Coreper Support: Working closely with the Mertens Group Representative and Deputy Mertens Representative to commission and co-ordinate briefing for the bi-weekly Coreper meetings; preparing briefing packs and ensure all necessary information is available to the DPR and Mertens Group Rep. to perform effectively in Coreper; Liaison with Council Secretariat and Presidency for Coreper I events;
- Liaison with Cabinet Office, Foreign Office and other Government Departments: co-ordinating teleconferences and meetings in Brussels and London for the DPR;
- Undertaking Specific Projects - research and information gathering, supporting DPR (and UKRep QUAD management team where appropriate) in delivering personal and corporate leadership initiatives such as management of the DPR’s hospitality and travel budget; Developing networks; particularly with the Executive Assistant network that supports key senior officials in London, the Commission, and other member state delegations who represent the DPRs key contacts.
The successful candidate will be someone who:
- Has a high standard of efficiency, self-motivation and resilience which is necessary to perform effectively in this post where deadlines for action are frequently short and pressures on colleagues are high;
- Can put themselves in the shoes of the DPR and anticipate her needs, take the initiative accordingly, and represent the DPR with authority to Desk Officers and external stakeholders;
- Has a willingness to be part of the wider UKRep Private Office team and help out when necessary.
The ideal candidate should have:
- Excellent organisational and office management skills;
- Excellent interpersonal skills – including the ability to be firm with colleagues whilst retaining respect;
- Team working skills and willingness to “muck in”;
- Good IT (Microsoft Office and Outlook) skills (NB No dictation or typing);
- Straightforward drafting skills;
- Ability to think ahead, think strategically and act on own initiative;
- Discretion and good judgement
- Fluent written and spoken English;
- Practical spoken French – ability to conduct straightforward phone conversations in French ;
- Enthusiastic about personal development and keeping oneself up-to-date with new opportunities to develop.
- Previous experience of successful office management;
- Experience of co-ordinating and managing projects;
- Experience of dealing with senior management;
- Experience of budget management;
- Basic knowledge of FCO systems and corporate operations;
- Previous FCO or Civil Service experience.
Making Effective Decisions, Managing a Quality Service, Delivering at Pace, Demonstrating Resilience
18 April 2016
A2 (L)
Fixed Term, Full-time
36.25
Europe, Eastern Europe & Central Asia
Belgium
UK Permanent Representation to the European Union, Brussels
International Organisation Delegation
1
2,286.10
1 September 2016
31 August 2018
The period up to and during the UK Presidency will be extremely busy where the Representation is at the heart of the Brussels based business. In reality this will involve some long-hours above and beyond the contracted weekly hours, including outside core hours. Exceptionally there may be a need to work at some point on a weekend. The successful candidate will be an integral member of UKRep and as such they will be expected to be flexible and adapt to help cover any potential shift in policy priorities and responsibilities within this busy time. UKRep also has the advantage of offering Time off in Lieu (TOIL) for extra time worked and provides opportunities to take a good amount of time off at August, Christmas, and Easter when there is little activity in the European institutions. We are also exploring what options may exist for ad hoc flexible working, whilst recognising the Presidency period will create limitations on what is possible on a regular basis.
The monthly salary for this position is €2.286,10, A2 (L) level (The British Diplomatic Missions in Belgium salaries are not subject to annual indexation). Furthermore this post attracts an additional allowance of €255,64 gross per month and lunch vouchers. The UK Missions in Belgium salaries are not subject to annual indexation.
Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process. The successful candidates will be subject to professional background checks and security clearance.
Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.
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