Corporate Services is the “engine room” of the Embassy, providing a broad range of essential services to support delivery of key HMG objectives. We provide platform services to around 450 staff from 16 Government Departments in Beijing and provide the lead for Corporate Services policies across all five posts of the China Network.
The Corporate Services Admin Officer will be an important part of the Corporate Services team, providing administrative support to a variety of FCO stakeholders, supporting the HR team and providing general support to the department. The duties will be varied and the post holder will need to be flexible to help out to assist in different areas of Corporate Services work depending on surges in work. During busy recruitment periods this may mean providing administrative support to the HR team, at other times it may include helping the Corporate Services management team to prepare papers for a committee meeting, or helping to translate documents for submitting to the Chinese or British authorities. It would be advantageous if the Officer holds a valid driving licence and is willing to drive Embassy vehicles when supporting customs-related work, however this is not a defining factor in deciding the best candidate for the Officer role.
There will be opportunity for a strong performer to be stretched and to be able to develop their skills and take on additional responsibilities. There will also be potential to develop the role in future as further flexibility and resilience is built in to the Corporate Services team.
HR Admin (approximately 30%)
- Assist the HR team in preparing documentation such as staff letters, respond to staff queries and daily recruitment logistics support
- Organise local staff seasonal flu vaccinations
- Provide support during recruitment campaigns which will involve; booking interviews, contacting all parties involved, record recruitment dates, prepare offer letters, assist with on-boarding candidates and provide support for visa applications.
Protocol Support and Vehicle Management (approximately 30%)
- Assist both the Corporate Services Protocol Officer and Customs Officer by preparing customs related paperwork and support
- Provide customs work cover during staff absences and busy periods which may include site visits
- Assist in registering diplomatic-plated vehicles onto the MFA online registration system
- Support in importing/exporting of vehicles and the buying and selling of Embassy vehicles
- Assist staff in applying for driving licences, insurance renewals and fines
Corporate Services Support (approximately 40%)
- Act as the British Embassy Beijing’s first point of contact for accidents and emergencies during core working hours, escalating incidents to colleagues in Corporate Services, or other departments, as necessary. Assist UKB staff in translating and resolving related issues.
- Administer the management of Embassy Satellite phones
- Provide administrative ‘surge’ support across Corporate Services teams during busy periods. To include a wide variety of administrative duties depending on the specific reason for the surge
- Provide support for committee meetings ran by Corporate Services management, including minute taking, preparing papers, printing, photocopying, translation etc
- Assist FCOS and IT staff with ‘spot purchasing’ using Local and Corporate Credit Cards
- Assist in ordering low value items such as stationary and catering
- Excellent organisation and time management skills
- Previous administration experience
- Good excel skills
- Flexibility and enthusiasm for being involved in a varied role
- Experience of working in Human Resources
- Holds a valid Chinese Driving licence
- Basic experience of translating English/Chinese documents
This is a fixed-term contract for two years.
We offer a competitive package, which includes basic salary, good leave entitlement, and insurance plan, etc. The gross salary (before all deductions) is CNY 8,900 month for Chinese Nationals.
We also offer excellent development opportunities and a 22-day annual leave entitlement in pro rata.
Conditioned working hours is 35 hours/ week from Monday to Friday. Flexible working is possible so long as core hours are observed and / or by separate agreement with the Minister Counsellor.
For more details on our Total Rewards Package, please visit our website http://www.gov.uk/government/world/china.
Staff recruited locally by the British Embassy Beijing is subject to Terms and Conditions of Service according to local Chinese employment law.
All applications must be received before 11:55PM (China Standard Time) on 20 August 2019.
Incomplete application forms will not be taken into consideration, so please ensure you provide the information requested. We regret to advise that we will only be contacting short-listed candidates. Applicants called for an interview will be assessed on the core competencies listed above.
To those applicants not short-listed, we extend our appreciation for considering the British Government as a potential employer.
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