View Vacancy – Corporate Services Assistant (Reception and Administration)

Main purpose of job:
Under the guidance of the Corporate Services Manager, the Corporate Service Assistant (CSA) is the main receptionist at Post. The role involves comprehensive liaison with all staff, visitors and guests of the Mission. With responsibility for a varied range of Corporate Services support activity, this role enables the effective delivery of the Corporate Services platform.

RECEPTION
•Switchboard operation including answering calls, diverting to correct recipients, greeting and answering queries from the general public, using the public announcement system. Assisting with queries from prospective students by referring them to the appropriate source for information 
•Coordination of all mail & courier services including daily liaison with couriers & quick pack service providers. Outgoing mail records and postage, including invites as well as operation of the franking machine. Coordination of incoming and outgoing mail. Recruitment no vacancy letters
•Shared Mailboxes – Monitoring and fielding of all emails and queries to the CS shared mail boxes, following up to ensure action as required.
•Liaison regarding newspaper subscriptions and distribution of daily newspapers. Regular monitoring of the High Commission general e-mail account, checking, disseminating and responding to e-mails as appropriate.
•Processing of Visitor Access Request (VAR) forms in liaison with the PSM
•Electronic Key Card and Visitors’ Pass coordination in liaison with the PSM
•Regular liaison with the PSM regarding visitor security
•Meeting room bookings and booking visitor accommodation at local hotels
•Update and circulation of Post contact lists, organograms and Crisis Hub
•MRCP Exam paper coordination. Ensuring timely delivery of examination papers to the UWI

ADMINISTRATION:
•Coordinating and setting diary appointments for crisis committee meetings including circulating the agenda, taking and circulating approved meeting minutes. Ensuring Crisis Hub information and documents are maintained on a monthly basis. Ensuring cover of crisis committee secretary duties during periods of absence and leave.
•Assisting with the coordination of the quarterly learning and development (L&D) committee meeting including scheduling, minutes, booking group-training courses. Assisting with the coordination of L&D events and notice boards. Coordination of staff inductions. 
•Regular shredding of Corporate Services documents and newspapers in line with FCDO retention schedules
•Maintenance of all noticeboards throughout the mission
•Processing of transport requests in the absence of the CSA Protocol
•Expense Guides – Preparation of the regional expense guides. Collation of data and submission under the guidance of the CSO.
•Diplomatic mail distribution – Providing cover in the absence of the CSA Protocol
Assisting the Corporate Service Officer and Manager with ad hoc administrative tasks and projects

ESTATES
•Point of contact for estates works in the absence of the CSA Estates. Coordination of maintenance works requests including receipt, prioritisation and allocation of work to the estates team
•Recording and monitoring job status and ensuring satisfactory completion of works requests. Scheduling maintenance appointments in communication with UKB officers. Ensuring the completion planned preventative maintenance. Liaison with external contractors and Landlords
•Data entry – populating utility spreadsheets

PROCUREMENT
•Purchasing goods & services while ensuring compliance with FCDO purchasing procedures including stationery (order, inventory and distribution) and other ad hoc requirements.   
•Invoice Processing and Prism Requisitioner & Receiver

Essential on arrival: 
•Excellent interpersonal & communication skills
•2 years experience of reception & administrative duties
•Organisational skills with ability to demonstrate initiative and self motivation
•Ability to handle multiple tasks and projects at pace
•Advanced IT experience including MS Office 

Must have the Legal right to work in Barbados