Department for Business and Trade Looking For Personal Assistant & Admin Officer, Grade-AO, New Delhi at Delhi, Delhi, Full Time

Main Purpose Of Job

The Personal Assistant and Admin Officer (Political Team) will be based in the Political, Strategy and Communications Section within the British High Commission, New Delhi.

The British High Commission New Delhi is pre-eminent in the United Kingdom’s global network, responsible for supporting the historically close UK-India relationship. You will play a crucial role in supporting the Minister Counsellor (Political & Press) maintaining access to the most-important figures in India’s political and press network. In doing so, you will support the continued relationship between the two countries.

The Executive Assistant will primarily support the Minister Counsellor, but will also provide flexible support within the team, including the Political Counsellor. In your role as Executive Assistant, you will coordinate the Minister Counsellor’s schedule, working to ensure that key priorities and issues are addressed, and support the broader administrative work of the Minister Counsellor and the teams in his/her Section.

The job requires a high standard of organisation and communication skills, IT skills, absolute attention to detail in administrative work, including financial details; and the ability to work effectively with diverse internal and external teams. The job holder will need the ability and confidence to work with minimal supervision (but not be afraid to ask questions).

Previous PA experience would be useful but an ability to be organised under pressure is essential. The job holder would also need the ability to adapt to a changing pace of work as priorities change on a daily basis and to also have self-motivation and be good at problem solving.

A professional, discreet and confidential manner is essential in this role. The primary function of the role will be administrative support to the Minister Counsellor (Political & Press), together with the team (budget, events, scheduling, travel).

We reserve the right to review, revise or amend the roles and responsibilities from time to time reflecting the changing needs of business.

Roles And Responsibilities/what Will The Jobholder Expected To Achieve

Personal Assistant to the Minister Counsellor (65%):

• Supporting the Minister Counsellor, Political and Press, to manage their time and resources effectively (the Minister Counsellor is the UK’s head of political affairs and public diplomacy in India).
• Provide administrative support, including, but not limited to drafting/formatting letters, scanning documents, managing contact databases, room booking, processing expense claims on HERA, arranging transport, drafting internal comms, planning all-staff meetings, taking minutes at meetings, prepare travel itineraries etc.
• The successful candidate should proactively help the Minister Counsellor strategically manage their time by planning engagements to deliver the British Government’s objectives in India.

Office Management (35%):

• Manage the budget for the Political Team, including processing payments and providing expenditure insights.
• Ensure stationery supplies are regularly ordered and maintained. Ensure systems are in place for internal/external mail, office storage, filing and recycling.
• Assist with Political Team meetings – facilitating room bookings, sending out meeting requests and updates, including organising official hospitality.
• Provide flexible support to the Visits team during busy periods. This may include providing logistical support and on the ground support during VIP/VVIP visits when necessary.
• Flexible support to the Department on priority projects/goals.

Learning and development opportunities (and any specific training courses to be completed):

The FCDO offers a range of L&D opportunities to support the successful candidate to thrive in this role and provide a wider understanding of the FCDO’s work.

Working Patterns

Due to the fast-paced nature of this role, flexible working is not possible. The successful candidate will be required to work full time from the British High Commission compound in New Delhi.