About the job

Summary

This role is being advertised on behalf of The Foreign, Commonwealth & Development Office. The Foreign & Commonwealth Office (FCO) and the Department for International Development (DfID) merged on 1st September 2020 to form the Foreign, Commonwealth & Development Office (FCDO). The FCDO pursues our national interests and projects the UK as a force for good in the world. We promote the interests of British citizens, safeguard the UK's security, defend our values, reduce poverty and tackle global challenges with our international partners.

We pursue our national interests and project the UK as a force for good in the world. We promote the interests of British citizens, safeguard the UK’s security, defend our values, reduce poverty, and tackle global challenges with our international partners.

We unite development and diplomacy in one new department. The FCDO brings together the best of Britain’s international effort and demonstrates the UK acting as a force for good in the world.

Who we are

We employ around 17,300 staff in our diplomatic and development offices worldwide, including in 280 overseas embassies and high commissions. Our UK-based staff work in our joint headquarters in King Charles Street, London and Abercrombie House, East Kilbride. We also have staff who work from FCDO Services HQ in Milton Keynes.

The FCDO is the UK government department responsible for protecting and promoting British interests around the world. We work in the UK and in 178 countries and territories.

We employ a diverse range of talented people capable of delivering to a high standard, often under pressure and sometimes in difficult places. We want the modern FCDO to reflect the very best of 21st century Britain. We encourage applications from all eligible and suitably qualified applicants irrespective of background or circumstances.

We welcome applications from all parts of the community regardless of gender, ethnicity, disability, sexual orientation, or background. We are committed to diversity and inclusion in all that we do. We encourage and support all staff to realise their potential and achieve a healthy work-life balance.

In return, we guarantee a fascinating, personally rewarding career at the centre of world events.

Job description

Main Purpose of Job

We are looking to recruit talented and enthusiastic individuals to join the FCDO at AO level. Successful candidates will have excellent organisation skills, take responsibility for their own work, and be committed to high standards of customer service. You will have strong literacy and numeracy skills and have experience and confidence in the use of Microsoft Office and Windows 10. During your time in the FCDO, you will gain the skills and experience to become a business administration professional.

The positions are Home Civil Service roles within the FCDO based across our UK locations providing administrative support and corporate services to the rest of the FCDO in the UK and overseas. These tasks are essential for the FCDO to deliver its departmental strategic objective and to support its global network. The roles cover all work streams: Finance Operations, Human Resources and Legalisation services to list some of the departments we have within the organisation. We are not recruiting for a specific departmental vacancy; instead, you will be placed into your role based on business need.

There is some flexibility to work from home in most positions, our current policy is that staff should expect to spend 40-60% of their time in the office.

Roles and Responsibilities

FCDO Departments will configure the roles to meet specific business needs but they will typically include:

• Professional Office Administration/Support: Creating and maintaining electronic filing systems; databases and distribution lists; dealing with telephone and email enquiries; organising meetings/events and taking notes in meetings; maintaining stationery supplies; a corporate role such as fire warden or first aider, for which training will be provided.

• Project Management Support: Monitoring progress against objectives; ensuring project remains on schedule; anticipating and managing risks; maintaining accurate records.

• Budget Management: Budget monitoring, requisitioning, and raising purchase orders, and manipulation of data using spreadsheets; assisting with budget forecasting; understanding commercial and procurement policies.

• Transactions and Receipts Processing: Checking invoices and identifying mismatches to ensure accuracy and efficiency; using different systems e.g., internet banking and Oracle to process payments promptly in compliance with procedures; reconciling and investigating payments. Dealing with FCDO credit card issues and issuing invoices for services provided by the organisation.

• Legalisation Services: Directly supporting British nationals and others by quickly and accurately confirming that UK public documents have genuine signatures and seals to allow them to conduct their business abroad.

• Customer Services: providing guidance for staff on HR regulations, dealing with customers professionally and resolving queries within agreed timeframes.

Administrative Officers provide professional office administration and support on transactions processing, projects, budgets, customer services functions, and internal and external communications.

All roles are customer-oriented including in HR Services, the Legalisation Office and in the Global Transactions Processing Centre. These tasks, essential to the ability of the FCDO to deliver its objectives, form the core of all A2 (AO) job specifications.

Responsibilities

Person Specification

It is essential in your application that you provide evidence and proven examples in each of the following Minimum Criteria, the Behaviours and the Technical question as far as you are able to do so. These responses will be further developed and discussed with those candidates invited for interview.

Minimum Criteria

• Strong literacy, numeracy, and IT skills.

• Competent using IT packages including Microsoft Office - Outlook, Excel and, ideally, knowledge of Microsoft Windows 10.

• Good interpersonal, team-working and communication skills (oral and written).

• Good organisational, analytical, and planning skills with the ability to work to tight deadlines.

• Able to make effective decisions, identify problems and propose solutions to maintain a quality service.

Behaviours

We'll assess you against these behaviours during the selection process:

• Working Together
• Communicating and Influencing
• Delivering at Pace
• Managing a Quality Service

Technical skills

We'll assess you against these technical skills during the selection process:

• Motivation question.

Benefits

· A Civil Service Pension.

· 25 days Annual Leave per annum.

· 9 days Public and Privilege holidays per annum.

· Learning and Development tailored to your role.

See the attached candidate pack.