Other British Government Departments (Partners across Government, including UK Visas)
Main purpose of job:
British Government’s Embassy in Washington DC has two exciting opportunities for organised and driven individuals to join the Defence Acquisition and Technology and the Defence Policy and Nuclear Team within the British Defence Staff as the Support Officer to their respective Counsellors. This opportunity is a rewarding role which supports and further develops the special relationship between the UK and the US, supporting work at the forefront of international diplomacy in order to make a real difference globally.
The US Network offers a unique career enhancing opportunity and is committed to supporting its staff through a variety of benefits including generous leave, insurance packages and a highly competitive 401k programme. It also promotes a culture of flexibility which enables people to better maintain wellness through an excellent work/life balance approach that encompasses hybrid working, including working from home and flexible hours, where possible.
In these roles you would be working in a diverse international environment to support UK diplomats, armed forces personnel and other country-based staff operating across the British Government’s network of Consulates and Government Offices in the United States. This network provides a platform for approximately 30 Government departments and agencies to conduct their work in the United States and is made up of over 900 staff with a rich and diverse background, skill sets, and experiences.
This is a chance to directly contribute to the way in which both Governments collaborate and negotiate on Defence Policy.
As the Support Officer you will:
- Ensure counsellor and the team members are supported in a variety of administration duties, which includes the controlling, filing, 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.
- Maintaining desk-level contacts in key Government Departments, Congressional, DoD and foreign embassy offices in support of the team’s objectives in arranging admin support for a function or event
- Be responsible for, and hold if required, an Electronic Procurement card (ePC) – corporate credit card – 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.
- Maintain competence in Data Protection policies and be the focal point for Data Protection issues in regard to team output.
- Attend meetings and record information to produce draft minutes of meetings or records of decisions.
- Arrange accommodation, travel and transport, as required for the counsellor and team members in support of team activities.
- Assisting in the organisation of the counsellor 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.
- Handle UK classified information documents on relevant IT systems and in paper copy.
- Be prepared to support other teams in administration support as required.
- Supporting Training activities across the team, highlighting and arranging training and associated arrangements.
- The DAT Support Officer role includes the handling of classified patent related material under the direction of the Legal Counsellor.
Roles and responsibilities:
65% of role will be directly for Minister Counsellor Defence Policy & Nuclear / Minister Counsellor Defence Acquisition & Technology and include:
- Manage the schedules of the Counsellor, including prioritising competing demands on their time, problem solving where necessary, and coordinating logistics such as transport and IT.
- Book business travel arrangements, including flights, transportation, and accommodation for senior management and other staff members.
- Organise and schedule meetings. Prepare internal meeting agendas, perform research for meetings, and take minutes during meetings.
- Maintain electronic filing system and distro lists, ensuring processes are in working order.
- Liaise with other staff members on behalf of senior management.
- Maintain up-to-date contacts lists.
- Solve simple IT problems and contact the IT department when necessary.
- Oversight of the relevant budgets and day to day spending
Remaining 35% of role will be general support to wider team, including:
- Liaise closely with DPN/DAT Team policy leads on visitor programmes including for Ministerial visits, providing logistical support.
- Plan and deliver events in support of wider DPN/DAT objectives, including securing venues, organising catering, managing guest lists and providing on-site support.
- Support training across the DPN/DAT teams
- Provide support across full range of administrative tasks to facilitate the smooth running of the Team.
- Undertake any additional administration to support the DPN/DAT Team.
- The DAT Support Officer role also, under the direction of the Legal Counsellor, will provide administrative support to the handling of classified patents.
- Hold a UK passport (may be a dual national).
- Have strong knowledge of Microsoft Office Applications including Microsoft outlook.
- Have previous history of working in general administration duties.
- Have strong communication and interpersonal skills, including the ability to be professional, confident, courteous, and deal with interlocutors at senior level.
- Be able to demonstrate strong independent judgement, excellent organisational skills, the ability to multi-task and strong problem-solving skills.
- Have excellent customer service skills, with proven ability to take responsibility and exercise considerable discretion.
- Demonstrate understanding of UK defence and UK government.
- Be fully fluent in written and spoken English.
Please note: Under US State Department requirements, the UK Government in the US may only employ, as non-diplomatic staff, persons who are US citizens, US Permanent Residents or A visa holders with EAD cards*. If you hold a visa other than an A visa you are not currently eligible to work at our office. Please refer to our website for information on exceptions to this policy at www.gov.uk/government/world/usa. All selected candidates are subject to background checks and will require a security clearance prior to starting work. *A visas are acceptable at the Embassy and Consulates. The UK Mission to the UN (UKMIS) accepts G visas, and British Defense Staff (BDS) outposts accept A or NATO visas.
Seeing the Big Picture, Making Effective Decisions, Delivering at Pace
19 April 2023
Administrative Officer (AO)
Americas, Caribbean & Overseas Territories
12 June 2023
The British Embassy and its US Network is committed to all employee’s ongoing learning and development needs. We offer a comprehensive platform for personalised learning for everything from soft skill development (communciating with impact, handling difficult conversations, time management) to more technical or professional skills necessary to complete your job (software training, formal qualifications etc.).
The UK Government operating in the US offers a substantial benefits package including generous leave, a choice of medical insurance, 401(k) matching up to 7%, extensive learning opportunities and a great work/life balance.
Working patterns: This role is 40 hours a week but does not require set working hours each day. The role may be able to facilitate some home working following agreement with the relevant Minister Counsellor but is primarily office based.
Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6-12 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.
Employees who are not liable to pay local income tax on their Mission salary, eg some non-local national staff and some spouses or partners of UK diplomatic staff, will have their salaries abated by an equivalent amount.
Internal candidates must inform their supervisor before they apply to a different position.
Only successful candidates will be contacted. Please no phone calls. Due to the high volume of resumes we receive, we cannot guarantee consideration of your application if the submission instructions are not properly followed.
The British Embassy is committed to a policy of equal opportunities and to creating a diverse working environment, free from discrimination, where everyone is included and treated fairly, based on merit alone. We are an equal opportunity employer, making all employment decisions without regard to race, gender, gender identity, religion, national origin, citizenship, disability, age, sexual orientation, political affiliation or any other criterion protected by law.
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