View Vacancy – Residence Manager (45/20 PTA)

Main purpose of job:

The British High Commission (BHC) to South Africa oversees the UK Government’s operations in South Africa across the following locations:

• The British High Commission (BHC) Pretoria
• The UK Visas & Immigration Office in Pretoria
• The UK Department for International Trade in Johannesburg (DIT)
• The British Consulate General Cape Town

The British High Commissioner is the UK Government’s representative to South Africa and leads Britain’s bilateral relations with South Africa and heads-up the BHC, and all its staff and operations at all these locations.

The position of BHC Residence Manager in Pretoria ensures the efficient and effective management of the High Commissioner’s Official Residence in Pretoria and manages the team of Residence staff. This involves working closely with the High Commissioner (HC), his Private Office, the Deputy High Commissioner, the Visits, Events, Public Diplomacy and Corporate Services teams, as well as many other teams across the BHC.

The role has overall responsibility for delivering the Residence as a prime platform for UK Government activity in Pretoria, including:   promoting the Residence as a venue;   effective oversight of all maintenance, health and safety and security procedures and works; and, ensuring functions and events at the Residence are delivered to the highest standard and that house guests enjoy an exceptional level of service.

Managing the Residence team effectively to help deliver these core responsibilities is a major component. Building a rapport with and delivering a strong service to the High Commissioner is essential and the jobholder needs to have the ability to do this to an exceptional level.

The Residence Manager Pretoria will also provide additional Residence Management support and advice to the United Kingdom Trade Commissioner for Africa’s Official Residence in Johannesburg. This will require regular visits to Johannesburg (Travel costs are covered.)

The Residence Manager needs to be willing to work flexibly to plan and deliver events in the evenings, and potentially occasional weekends. Work hours can be long and erratic on occasions. These are off-set by other times when workload is lighter, which ensures overall contracted hours are constant over a period of time. Overnight accommodation, including regularly during busy periods/ late or early hours, is available as needed for the successful applicant. 

Roles and responsibilities:

Management of Residence staff:

Manage a team of 3 staff, including:

–  formal line management processes and performance appraisal;

–  coaching and guidance on delivery of tasks, on standards and procedures, and on representational duties; and,  

–  ensuring a strong performance by the team, in particular in the areas of delivering a quality service, engaging stakeholders, communicating, and working with others and teamwork.

Management of Residence buildings, grounds, gardens, stock and facilities:

–  regularly update inventories of stocks, furniture, fittings, equipment and other similar items, and ensure timely and accurate returns on all these to Corporate Services colleagues.

–  maintain a thorough overview of all maintenance, repairs, fixes and other upkeep required at the Residence and throughout its grounds, liaising with Corporate Services and Technical Works colleagues on works to address these issues.

–  liaison and negotiation with, and supervision of, external contractors engaged in works and maintenance or service contracts throughout the Residence and grounds to ensure its full upkeep. Also to assure works by contractors are carried out to a high standard, are cost-effective and completed on time. Work with contractors to ensure responsive and prompt service by contractors when needs arise. Research and approach new suppliers for the full range of maintenance tasks to ensure we are using the best and most cost-effective suppliers at all times.

–  Fire Safety and Health and Safety Officer for the Residence, ensuring all fire and health & safety checks, systems and procedures are regularly reviewed, tested, updated and are always in full working order. Liaison with corporate services, technical works colleagues and external contractors to ensure fixes, servicing and other issues with such systems and procedures are completed to a high standard and in a cost-effective and timely way.  

 Ensure the delivery of official events and functions and the hosting of official visitors at the Residence:

 –  research and approach suppliers, including catering, event, audio-visual and other similar suppliers, for in-house and external events. Maintain relationships with such supplies and   ensure they are used effectively to deliver high standard, quality events and functions, which offer good value for money.

–  oversee delivery of all events and functions at the Residence, providing a project management style function from conception of event/ function to delivery, managing the Residence team and liaising with colleagues, suppliers, contractors and stakeholders to ensure successful delivery of all events and functions.  

–  ensuring effective communication with all stakeholders about events and functions, maintaining comprehensive and accurate records of events and functions held and providing timely and accurate returns to corporate services colleagues.

–  ensure accommodation for house guests is of a high standard and offers a quality stay for visitors. Maintain and update information on services and support for Residence guests, visitors and users.

–  ensure supplies for events, functions and hosting guests are managed well, replenished, accounted for and deliver value for money.

–  through leadership, coaching, training and guidance – as well as direction and quality control of external suppliers – ensure excellence in service and standards in delivering events and functions, including food and beverage selections, orders or service, guest lists, invitations, seating plans, programmes, presentation and decorations.

–  keep a daily updated diary of upcoming events at the Residence and coordinate with High Commissioner’s Private Office and Visits, Events & Public Diplomacy teams to ensure a coordinated approach.

–  be responsible for house guests, tracking arrival times and ensuring they are greeted, settled, understand house rules and services available and ensuring their stay is to a quality standard.

 Management of Residence budget (approx. ZAR 600,000):

–  manage expenditure from Residence budget to cover events, functions, general daily running of the Residence, maintenance and other upkeep.

–  ensure suppliers and contractors used for services are good quality and offer VFM.   On larger items seek competing quotes and assess rival suppliers’ quotations and make recommendations for corporate services colleagues on the best options.

–  monitor works and contribute to the finance processes to ensure suppliers and contractors are paid on time and the correct amounts, and full financial procedures are followed properly.

–  plan expenditure to ensure funds are always available for what is needed and to provide Finance managers with accurate forecasts for when likely expenditure will fall.

Promotion of the Residence as a venue for official events and functions:

within the scope of British Government policy guidance on use of Residences, work with colleagues to help profile the Residence as a desirable venue for events particularly with NGOs and business and other partners, including helping with lists of potential contacts, planning and undertaking outreach, and contributing to ideas on how best to present the Residence

• Exceptional, proven customer service and representational skills
• Strong inter-personal skills and a highly effective team-player
• Excellent communication skills, both written and oral (fluent English)
• Personal drive, initiative and the ability to be a self-starter
• Strong organisational and time management skills  
• Computer literate (Microsoft O365, Excel, Outlook etc.)
• Integrity and Professionalism of utmost importance
• Valid driver’s licence
  

Language requirements:

Excellent communication skills, fluent English (both written and oral)