Personal Assistant to the Director & Deputy Director, Scotland House, Brussels (BEL20.142)

Scottish Government

Personal Assistant to the Director & Deputy Director, Scotland House, Brussels (BEL20.142)

Scottish Government

Brussels, Belgium

The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Job Category: Other British Government Departments (Partners across Government, including UK Visas).
Job Subcategory: Scottish Government/Scotland House Brussels.

Job Description (Roles and Responsibilities)

Note: Due to COVID-19, you may experience some delay in the progress of this recruitment campaign. We are working hard to minimise any disruption. You may find more information in the Additional Information section below.

The British Diplomatic Missions in Brussels are part of a world-wide network, representing British political, economic and consular interests overseas are now looking for a Personal Assistant to the Director and Deputy Director, in the Scottish Government EU Office (SGEUO).

This is an exciting opportunity to play a direct and central role in supporting the work of Scotland House Brussels and the Scottish Government’s EU Directorate. The PA will play a crucial role in providing support to the Director, the Deputy Director and wider Scotland House team in Brussels so that they can respond effectively and efficiently to a fast moving, challenging and high profile workload, and also meet their corporate requirements.

Main duties will include

Office management and information flow: manage all aspects of the Director and Deputy Director’s workload including: email inbox, diary, transport requirements, finance, information flows, commissioning briefing for meetings, document creation, keeping records of meetings, and monitoring follow-up as necessary.

Prioritisation: maintaining oversight of the Director and Deputy Director’s priorities, arranging meetings on their behalf and providing strategic advice to ensure their time is being used appropriately to tackle issues as effectively and efficiently as possible.

Managing Relations with Edinburgh/Scotland: co-ordinating the regular teleconferences and meetings with Ministers and senior officials in Scotland, including agenda setting, recording outcomes of discussion and chasing action points.

Undertaking Specific Projects: research, information gathering and commissioning work from internal and external stakeholders to support the Director, Deputy Director and Scotland House policy teams where appropriate.

Corporate responsibilities: support the Director, Deputy Director and team leaders to ensure timely delivery against corporate requirements including business planning, financial reporting, risk registers, HR processes, Certificates of Assurance. Ensure compliance with best practice guidance on office operations e.g. travel, meetings, use of equipment.

Agility: as an integral part of the Brexit & EU institutions co-ordination team, provide support to the team leader and policy officers.

Budget: Managing the events budget – allocating predicted costs for events and recording all invoices and reimbursements. Liaising with the finance officer and events manager to ensure the figures are up to date.

Events & Visits: Providing support to the Events & Visits manager in planning and executing policy and cultural events and in arranging Ministerial and Senior Official visits to Brussels. This will include occasionally supervising events as the lead project officer and supporting on the management of events team staff. Manage the grid of upcoming internal and external events, visits and other activities in Brussels, ensuring this is up to date and circulated weekly to policy officers.

SMT secretariat: Organising weekly Senior Management Team meetings, arranging the agenda, recording actions and ensuring that these are followed up in the agreed timeframe.

Essential qualifications, skills and experience

  • Fluency in English (both oral and written);
  • Previous experience as a PA/Executive Assistant/business manager, ideally working to senior management;
  • Excellent organisational and office management skills;
  • Excellent interpersonal skills – including the confidence to be firm with colleagues whilst retaining respect;
  • Excellent IT (Microsoft Office and Outlook) skills;
  • Effective drafting skills;
  • Ability to think ahead, think strategically and act on own initiative;
  • Ability to juggle competing priorities, and respond quickly in a fast-moving, busy, high profile environment, with a proven ability to deliver results;
  • Excellent customer service and strong interpersonal skills with the ability to develop and maintain strong working relationships across a variety of internal and external partners and stakeholders;
  • Team working skills and willingness to “muck in”;
  • Discretion and good judgement;
  • An open and flexible approach (from time to time the position may require working extended hours to deliver evening events, TOIL – time of in lieu – is given).

Desirable qualifications, skills and experience

  • Previous experience of successful office management;
  • Experience of co-ordinating and managing projects and events;
  • Experience of dealing with senior people;
  • Experience of budget management and other areas of corporate support;
  • Knowledge and experience of Scottish/UK/EU government structures.

Required competencies

Seeing the Big Picture, Collaborating and Partnering, Delivering at Pace, Engaging Internationally

Application deadline: 15 April 2020
Grade: A2 (L)
Type of Position: Full-time, Permanent
Working hours per week: 36.25
Region: Europe, Eastern Europe & Central Asia
Type of Post: British Government Office
Starting monthly salary (EUR): 3,417.83
Start Date: 26 May 2020

Other benefits and conditions of employment

This is a permanent full-time contract for 5 working days over 7 per week (36.25 hours net) per week.

The monthly gross salary for this position is € 3.417,83 A2 (L) level. In addition, we offer an extensive salary package, which includes a 13 month, luncheon vouchers, pension scheme, optional hospitalisation insurance (subject to monthly employee contribution), reimbursement of public transport and a lot more. We offer more days of annual leave than the Belgian requirements.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

The successful candidates will be subject to professional background checks and security clearance.

Start date is scheduled for 15 April but there may be flexibility.

Visa/passport requirements: Candidates must currently hold the independent right to live and work in Belgium and be prepared to ensure that right remains throughout the scope of the contract. Additional requirements may become necessary after 31st December 2020.

Additional information

Additional Information (due to Covid 19)

  • You may experience some delay in the progress of this recruitment campaign and we are working hard to minimise any disruption;
  • Interviews will be done remotely if the existing situation determines this to be the right course of action;
  • Starting date may be delayed depending on circumstances at the time and it will be agreed with the selected candidate.

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

Please note Common European Framework of Reference for Languages: Learning, Teaching, Assessment indicates Level C1 as Mastery or proficiency Level which comprehends that a person can understand a wide range of demanding, longer texts, and recognise implicit meaning; can express him/herself fluently and spontaneously without much obvious searching for expressions; can use language flexibly and effectively for social, academic and professional purposes; can produce clear, well-structured, detailed text on complex subjects, showing controlled use of organisational patterns, connectors and cohesive devices. For more information please click on the following link CEFR. Please bear in mind in case you are invited for an interview your languages skills are going to be assessed.

Apply Now

Don't forget to mention BrusselsJobs when applying.

Share this Job

More Job Searches

Belgium     Administrator and Office     Assistant     Assistant and Administrator     Scottish Government    

© EuroJobsites 2020

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

Newsletter | Recruit | Advertise | Privacy | Contact Us

© EuroJobsites 2020

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

This website uses cookies to make your experience better. Continued use of this website means you accept our cookie policy.  Accept Cookies