View Vacancy – British Army Staff (BAS) Team Co-ord

Main purpose of job:

As a BAS Team Support Officer:

Conducting administrative day-to-day support for the British Army Staff (BAS) within the British Defence Staff United States (BDSUS) and the Washington Association of Military Attaches to include diary management, arranging meetings and travel schedules, and monthly reports. Be the team focal point for the MODNET computer system and ensuring that data is correctly stored and controlled on the filing system and champion electronic ways of working amongst the team members. Initiating and following through team correspondence as required. Calling for and collating briefs and co-ordinating staff officer input where appropriate. Handling official sensitive and classified documents and e-mails as required. Maintain contacts in other offices in order to arrange meetings and functions.   

Roles and responsibilities / what will the jobholder are expected to achieve?

• Ensure principal and the team members are supported in a variety of administration duties, which includes the controlling, filling and recording of information (emails, electronic documents, paper documents) onto the MOD computer systems. Running the Principal’s diaries and central team diary, highlighting issues in advance where diary conflicts occur. Booking rooms, arranging IT facilities, and setting-up presentations or other media for meetings as required, ensuring the relevant data protection and security protocols are followed. Arrange transport for external meetings.
• Maintaining desk-level contacts in key Government Departments, Congressional, DoD, WAMA Executive Committee and foreign embassy offices in support of the team’s objectives in arranging admin support for a function or event.
• Control and track authorised expenditure on behalf of the team principals to ensure timely completion of annual budget requests and quarterly returns. Assist with yearly financial planning, in year financial tracking, and raise business cases throughout the year as required.
• Maintain competence in Data Protection policies and be the focal point for Data Protection issues in regards to team output.
• Attend meetings, produce agendas and record information to produce draft minutes of meetings or records of decisions.
• Be a point of contact for external visitors into the Embassy. Arrange building access and security passes. Meet visitors at the main entrance and escort if required.
• Arrange accommodation, travel and transport, as required for the Principal and team members in support of team activities adhering to spending guidelines and limits.
• Assisting in the organisation of the principals and the team’s official functions, to include assisting in preparing business cases, maintaining guest data, compiling guest lists, managing invitations, and meeting/greeting guests. Support in planning and delivery of major team defence engagement events including arranging suitable venues and catering. Assist with the financial planning and allocation of spending.   Maintain the gift register.
• Miscellaneous administrative support to the British Army footprint including link personnel to the relevant SMEs across BDSUS and co-ordinating G4 provision.
• Be prepared to provide administrative support to wider BDSUS projects / teams as capacity allows.

• High degree of knowledge of Microsoft Office Applications especially Microsoft outlook and excel
• Previous history of working in general administration duties
• Strong interpersonal skills, including the ability to be professional, confident, courteous, and deal with interlocutors at senior level
• Strong independent judgement, excellent organisational skills, the ability to multi-task and strong problem solving skills
• Excellent customer service skills, with proven ability to take responsibility and exercise discretion