Social Secretary to the High Commission

PN 7281, Department of Foreign Affairs and Trade

 

Full-time: 36.75 hours per week
Position number: 7281
Starting salary: From £27,852 to £32,452 + competitive benefits
Classification: LE3

It is a condition of this appointment that any candidates applying for this position must be able to obtain and maintain an Australian National Security Clearance at Negative Vetting Level 2 and therefore must be an Australian Citizen. Dual citizens may be eligible to apply.

Applications are sought from persons interested in Locally-Engaged employment at the Australian High Commission, London.

The Australian High Commission is looking for an exceptional person for this unique position. The Social Secretary to the High Commission is an exciting, demanding and fascinating role which will give the successful candidate the opportunity to play a key role in promoting Australia’s interests through the management of a range of small to large official functions and events.

 The Social Secretary will not only plan and coordinate functions; liaising with high-level guests, AHC Staff and suppliers to ensure that events run smoothly and professionally, but also be expected to be a strong team player who will be hands-on with trouble-shooting, administration and support.

The successful candidate will be an effective events manager who is adept at managing multiple priorities and ideally has previous knowledge of British and international diplomatic protocol. They will have exceptional attention to detail, effective interpersonal skills and the ability to professionally manage a varied and demanding range of customer and supplier relationships.

About the Department of Foreign Affairs and Trade (DFAT)

The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high quality overseas aid program and helping Australian travellers and Australians overseas.

The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.

About the Position

The Social Secretary to the High Commission is responsible for planning and coordinating Official and non-Official functions and meetings, as required by the High Commissioner and other areas of DFAT. Duties include liaising with high-level guests and visitors; meeting and greeting guests; managing all aspects of event coordination and planning, including guest lists; preparing, printing and sending invitations; managing RSVPs; keeping other departments within the High Commission informed, liaising with the same departments on events that are inclusive, and assisting other High Commission staff by providing advice and guidance on protocol, etiquette and event coordination and management.

The position is also required to maintain the High Commissioner’s representational expenditure, managing and providing advice and feedback on the allocated budget, collating paperwork and information to complete financial returns on a quarterly basis and providing budget estimates on request from the High Commissioner.

Key responsibilities of the position include, but are not limited to:

• Plan and coordinate Official and non-Official functions and meetings, as required by the High Commissioner, the High Commissioner’s spouse and when required, other areas within DFAT. This task may require the sourcing of sponsorship for larger events
• Maintain the High Commissioner's representational account and expenditure. Prepare quarterly statements for forwarding to Finance Manager
• Provide advice and guidance to other branches and the High Commissioner’s spouse on protocol, event management and organisation
• Undertake research, either online or in person, on future meeting participants, guests of honour and UK political and social contacts, maintaining a strong knowledge of UK and international protocol and etiquette, both social and corporate
• Operate and maintain computer database of the High Commission's contacts for representation responsibilities
• Provide cover for absences in the High Commissioner’s office, as required; for example providing administrative cover for the Executive Assistant when they are absent.
• Maintain Executive Office supplies and manage inventory of linens, glassware, representational alcohol supplies and various other functions related-equipment.

Selection Criteria

To be considered for this role applicants are expected to provide good evidence, in both the application form and at interview; of the following experience, skills and knowledge:

A. Excellent communication skills; communicating confidently and appropriately with diverse audiences both verbally and in writing; proactively maintaining communication networks to keep all stakeholders informed.

B. Experience of successful delivery of high profile events; exceptional attention to detail and great project management skills.

C. Experience of effectively managing suppliers; holding others to account professionally and courteously; ensuring standards of delivery are met and reflect value for money.

D. Excellent customer service skills; managing expectations, investigating and understanding requirements and managing a sometimes challenging range of demands.

E. Knowledge of the UK peerage system and UK etiquette and experience in international diplomatic protocol (especially British Royal protocol); the ability to undertake routine research and anticipate the complex needs of diplomatic functions and act as advisor to other colleagues.

F. Experience in general hospitality such as menu planning, table arrangements, seating plans, Order of Proceedings, wine pairing

G. A strong team player who is prepared to take on routine and administrative task and has experience in full Microsoft Office Suite, particularly Excel and basic accounting (budget over-sight).

How to Apply

The recruitment will remain open until the post is filled.

Incomplete and/or ineligible applications, including those that have not adequately addressed each selection criteria, will not be considered for engagement.

Candidates interested in this position must submit a complete application, including the following documents as separate attachments:

1. UK-Based Application Form (including an address to the each of the selection criteria);
2. Your current CV.
3. The Diversity and Equal Opportunities Monitoring Questionnaire.

Please include all attachments as electronic documents - do not print and scan the application form.

Applications are to be submitted to: [email protected]

 

 

Please note: the Diversity and Equal Opportunities Monitoring Questionnaire will not be passed to the selection committee for this role. It will be held confidentially by the Human Resources Department for statistical monitoring purposes only. You may submit this attachment in a separate email if you wish, to [email protected].

Note: Please submit the application form as an electronic document and check that your application form has been completed in full upon submission. In some circumstances application forms can come through blank and require resending.