An opportunity has arisen for an Executive Assistant / Office Administrator to work at the Consulate General of Ireland, Cardiff. We are seeking to recruit a resourceful, experienced, proactive and flexible individual to join a team of diplomatic and locally recruited staff at a busy diplomatic mission.
Our mission is to promote and protect abroad the values, interests and economic well-being of Ireland and its people. We do this under the political direction of our Ministers, through our staff at home and through our Embassy and Consulate network abroad.
Executive Assistant / Office Administrator
Role and Responsibilities: The precise range of duties will vary over time according to the requirements of the Consulate. They will include but will not be limited to the following:
- Providing executive assistant support to the Consul General
- Arranging travel and managing the Consul General’s diary & appointments
- Event organisation and planning, including high level visits
- Supporting the Consulate's protocol functions
- Assisting with public diplomacy and outreach
- Building and implementing office systems and administration structures
- Contact and network management, including maintenance of electronic database
- Liaison with stakeholders; monitoring and preparing external correspondence
- Attendance at meetings and events; representation and minute taking
- Providing support to the office manager in procurement and the administration of accounts, including recording of invoices and expenses
- Liaising with suppliers and bank; maintaining accurate account records
- General office administration duties such as maintaining filing and other knowledge management systems, scanning/copying, post
- Providing occasional consular advice to Irish citizens
- Providing cover for other team members as required
Tenure: Twelve month initial contract with a six month probation period.
Remuneration: £23,780.00 annual starting salary. The starting salary is non-negotiable.
Hours of attendance: 40 Hours per week. Some occasional additional work will be required outside normal work hours to cover events. Time in lieu will be granted by agreement with the Consul General.
Candidate profile:
• Strong experience base in personal assistant/executive assistant role(s)
• Ability to work on own initiative, to work as part of a busy team and to take a proactive lead in areas of responsibility
• Strong office administration experience; experience with accounts a distinct advantage
• Experience of planning and managing events
• Ability to meet tight deadlines and work on multiple tasks at one time
• Ability to communicate clearly and accurately in both written and verbal communications
• Excellent phone manner and customer service skills
• Solid knowledge of Microsoft Office Suite incl. Word, Excel, Outlook (especially diary management functions)
• High level of discretion, organisation, commitment, reliability and attention to detail
• Legal entitlement to live and work in the United Kingdom
• Knowledge of Welsh is desirable but not essential
How to apply: Applicants should submit the following:
(i) A letter of application (1 page max) addressing your suitability for the position and interest in working with the Consulate General of Ireland
(ii) A CV/résumé (2 pages max)
(iii) Details of two nominated referees with contact details and if available, copies of professional references
Applications should be sent via email only to CardiffCGRecruitment@dfa.ie for the attention of the Recruitment Officer, Consulate General of Ireland, by 5.30pm on Thursday March 12. No applications will be accepted after this deadline.
The Consulate General of Ireland, Wales is committed to a policy of equal opportunity.
Canvassing will automatically disqualify.
Copies of any relevant academic, professional and language qualifications will be required from the successful candidate.
Selection Process:
All emails received will be acknowledged.
Shortlisting of candidates is part of the selection process. Please note that only short listed candidates will be contacted.
Depending on response rates, the deadline may be extended.
Interviews are provisionally expected to be held at the end of March 2020.
Data Protection Note: By submitting information electronically, parties accept that data may not be fully secure. Any personal information submitted to us will only be used for its intended purposes and will be destroyed when no longer needed. Any other processing or disclosure of personal data is not allowed other than in the exceptional circumstances provided for under the Data Protection Acts.
Security Clearance: Police vetting will be sought in respect of individuals who come under consideration for appointment. If resident in the UK, the successful candidate will be required to submit a DBS certificate issued within the last year. Enquiries may also be made with the police force of any country in which the applicant under consideration for appointment resided. If the applicant subsequently comes under consideration for another position, they will be required to supply relevant information again.
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