Business Support Officer, UKREP (BEL18.319)

Foreign and Commonwealth Office
  • Location
    Brussels, Belgium
  • Sector
  • Experience
    Early Career / Mid Career
  • Posted
    Jul 05

Position description

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 Category: Foreign and Commonwealth Office (Policy & Political roles)
Job Subcategory: UKREP (UK Representation to the EU)

Job Description (Roles and Responsibilities)

The UK Representation to the European Union (UKREP) in Brussels is part of a world-wide network of 230 Diplomatic Posts, representing British political, economic and consular interests overseas and is now looking for a Business Support Officer for ECOFIN/Trade and Legal teams. UKREP represents the UK’s interests in the European Union, working within the Council of the EU (the Member States), as well as engaging with the European Commission and European Parliament.

Effective and professional office support is crucial for UKREP’s work. The main purpose of this role is to provide secretarial, administrative and organisational assistance to the Economic and Financial (ECOFIN)/Trade and Legal teams to ensure smooth running of the teams and enable team members to fulfil their objectives in a timely and effective manner. The successful applicant will also act as Personal Assistant to the Trade and International Agreements Counsellor, and will be involved in the preparation of ECOFIN/Trade Council and the Foreign Affairs Council (FAC). The individual will work closely with the Legal Team Coordinator to provide assistance to the Legal Counsellor and the Legal Team.

Main Duties and Responsibilities:

  • Provide Personal Assistant to support the two Heads of Section: managing diaries, arranging meetings and preparing papers; managing inboxes as appropriate, supporting team input into UKREP-wide corporate projects;
  • Provide general administrative support to the ECOFIN/Trade and Legal teams, including (but not limited to) managing distribution lists and information flow; setting up schedules of meetings and conference calls; assisting with the planning of visits and events (compiling guest lists, booking room, organising catering, arranging passes, escorting visitors, etc.); helping new arrivals settle in; managing expenses; leave charts, stationery requirements; coordinating team corporate activities (awaydays etc.);
  • Prepare logistical arrangements for ECOFIN/FAC Trade Councils: liaising with London to prepare briefing packs; co-ordinating travel and accommodation requirements; providing other support to team and Ministers as necessary during Council;
  • Build effective working relationships with a wide range of contacts; being the link between different Whitehall departments, EU institutions and UKRep/Embassy/Residence colleagues.

Essential qualifications, skills and experience

  • Excellent planning and organisational skills with proven ability to prioritise tasks and deliver a quality service at pace;
  • Ability to adapt to changing events, and to support colleagues on a range of tasks;
  • Good communication skills and strong customer focus – a “can do” attitude;
  • Flexibility, resilience and patience;
  • Fluent command of English (oral and written);
  • Strong MS Office skills;
  • Previous experience in organising meetings and events.

Desirable qualifications, skills and experience

  • Previous office administration experience;
  • Knowledge of French is a plus (not mandatory).

Required competencies

Making Effective Decisions, Collaborating and Partnering, Managing a Quality Service, Delivering at Pace.

Application deadline: 19 July 2018
Grade: A2 (L)
Type of Position: Full-time:, Permanent
Working hours per week: 36.25
Region: Europe, Eastern Europe & Central Asia
Country/Territory: Belgium
Location (City): UK Permanent Representation to the European Union, Brussels
Type of Post: Political Office
Number of vacancies: 1
Starting monthly salary (EUR): 3,175.72 gross
Start Date: 1 September 2018

Other benefits and conditions of employment

This is a permanent full-time contract for 5 working days (36.25 hours net) per week.

The monthly gross salary for this position is € 3,175.72 A2 (L) level (The British Diplomatic 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.

Additional information

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered. Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

Please be advised that the British Diplomatic Missions will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a job.

Application instructions

Please be sure to indicate that you saw this position on

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