Communication and Visits Team Assistant

UKREP - United Kingdom Permanent Representation to the European Union

Brussels, Belgium

The UK Permanent Representation to the EU (UKRep) works within the EU and its member states to maximise British influence on issues such as trade, the single market and economic growth is now looking for a Communications and Visits Team Assistant to reinforce the UKRep during the UK Presidency in 2017.

The period up to and during the UK Presidency will be extremely busy where the Representation is at the heart of the Brussels based business. In reality this will involve some long-hours above and beyond the contracted weekly hours, including outside core hours. Exceptionally there may be a need to work at some point on a weekend. The successful candidate will be an integral member of UKRep and as such they will be expected to be flexible and adapt to help cover any potential shift in policy priorities and responsibilities within this busy time.

UKRep also has the advantage of offering Time off in Lieu (TOIL) for extra time worked and provides opportunities to take a good amount of time off at August, Christmas, and Easter when there is little activity in the European institutions. We are also exploring what options may exist for ad hoc flexible working, whilst recognising the Presidency period will create limitations on what is possible on a regular basis. UKRep is a great place to work. Our ground-breaking programme ‘UKRep Excellence’ and our in house training hub offers interesting and valuable learning opportunities.

The jobholder will provide general administrative support as well as media planning and media monitoring support for UKRep’s busy communications team. This is a great opportunity to play a vital role supporting a busy and cross cutting team that handles all Ministerial visits to Brussels on EU business as well as all the communication work of the Mission.

Main Duties/Responsibilities

• Media and digital monitoring and working with Digital Officer to produce EU Brussels Bulletin. Monitoring of Commission Midday briefing and other press conferences as required;
• Produce and distribute weekly media planning grid;
• Pick up media calls for team, acting as first point of contact (‘newsdesk’) with media. Update media distribution list; invites to press briefings; distribute media material;
• Monitor stakeholder communications and work with team (and sections) to organise events. To lead on organising visits by students/external groups to UKREP, including arranging speakers, liaising with the organisers, room bookings and security arrangements;
• Provide support to Head of Communication and Visits team: assisting with diary management; arranging meetings and travel; monitoring publications budget. General administrative support to team: assisting with room and travel bookings; electronic filing; maintaining the UK delegation press room in the Council building.

Required Experience & Skills

Essential:

• Fluent level of English (written and spoken);
• Excellent organisational skills; proven ability to plan and prioritise tasks;
• Experience of working in a team;
• Ability to anticipate and solve problems with strong attention to detail;
• A pleasant customer-focused telephone manner;
• Good IT skills with sound working knowledge of Outlook, Word, Excel, social media and typing skills (for short transcripts);
• Key FCO competences: Engaging Internationally; Changing and Improving; Collaborating and Partnering; Managing a Quality Service; Delivering at Pace.

Desirable:

• Understanding of the European Union and of the UK Government;
• Good level of French (spoken and written);
• Experience of handling accounts.

Terms and Conditions

This is a full-time, 4 year fixed term contract for 5 working days (36.25 hours net) per week (please note that is expected to be necessary to work some long-hours above and beyond the contracted weekly hours, including outside core hours and occasionally on weekends).

The monthly salary for this position is €2.286,10, 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.

Applications

All applicants should have the right to live and work in Belgium. The British Diplomatic Missions in Belgium does not sponsor work permits.

All applicants should submit their CV (in English, up to 3 pages), Covering Letter (in English, no more than 1 page of A4, Arial11) setting out their motivation for the role and how they meet the above criteria.

Applications should be sent to jobapplications.BEL@fco.gov.uk and the email subject line must be formatted as follows: BEL639.

The closing date for applications is the 21^st March 2016.

Kindly note that your application will only be considered if:

1. Your application has been sent within the time frame requested;
2. Your application documents are fully in English;
3. Your applications documents are in .pdf format.

Please note that, because of the volume of applications we receive, we will only contact candidates selected for interview. If you do not hear from us you should assume that your application has not been successful.

Please be advised that the British Diplomatic Missions in Belgium 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.

British Diplomatic Missions are equal opportunities employers, dedicated to inclusivity, a diverse workforce and valuing difference.