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Administrative Officers

4 months ago

London, United Kingdom UK Civil Service Full time

Job summary

The Foreign, Commonwealth & Development Office pursues our national interests and projects the UK�s role in the world.

We promote the interests of British citizens, safeguard the UK's security, defend our values, reduce poverty and tackle global challenges with our international partners.

We are looking to recruit talented and enthusiastic individuals to join the FCDO at AO level.� Successful candidates will have good organisational skills, take responsibility for their own work and be committed to high standards of customer service.� You will have strong literacy and numeracy skills and have experience and confidence in the use of Microsoft Office (Excel, Outlook, Teams and Word) and Windows 10.�

The positions are Home Civil Service roles initially based in East Kilbride providing administrative support and corporate services to the FCDO in the UK and overseas.� The roles cover the Finance Operations and HR work streams.� We are not recruiting for a specific departmental vacancy and you will be placed into a role based on business need.��

Job description

Administrative Officers provide professional office administration and support on transactions processing, projects, budgets and customer service functions and internal and external communications.� All roles are customer-oriented. These tasks, essential to the ability of the FCDO to deliver its objectives, form the core of all AO job specifications.

FCDO Departments will configure the roles to meet specific business needs but they will typically include:

Transactions and Receipts Processing: Checking invoices and identifying mismatches to ensure accuracy and efficiency; using different systems internet banking and Oracle to process payments promptly in compliance with procedures; reconciling and investigating payments; dealing with FCDO credit card issues and issuing invoices for services provided by the organisation.

�

Customer Services: Providing guidance for staff on HR regulations, Finance processes and procedures, dealing with customers professionally and resolving queries within agreed timeframes.�

�

Knowledge and information Management: maintaining excel spreadsheets, databases, records and desk notes.Professional Office Administration/Support: Creating and maintaining electronic filing systems; databases and distribution lists; dealing with telephone and email enquiries; organising meetings/events and taking notes in meetings; maintaining stationery supplies; corporate roles such as fire warden or first aider, for which training will be provided.Project Management Support: Monitoring progress against objectives; ensuring project remains on schedule; anticipating and managing risks; maintaining accurate records.

�

Budget Management: Budget monitoring, requisitioning and raising purchase orders; manipulation of data using spreadsheets; assisting with budget forecasting; understanding commercial and procurement policies.

�

Public Facing Services: Processing of overseas pension payments; talking directly to pension customers and their representatives; investigating and verifying entitlement.

Person specification

You must be a British Citizen at the time of application and, if invited to interview, you will need to bring proof of identity (British Passport/Driving Licence etc.) with you.

This role requires you to attain Developed Vetting (DV) security clearance. The successful candidate may be able to start with SC security clearance but must be willing to obtain and maintain DV security clearance after starting in FCDO. The Contract will be subject to this requirement. ��

It is essential in your application that you provide evidence and proven examples in each of the following Minimum Criteria and Behaviours as far as you are able to do so. These responses will be further developed and discussed with those candidates invited for interview.�


Minimum Criteria

Strong literacy, numeracy and IT skills.Competent using IT packages including Microsoft Office (Outlook, Excel, Teams), Windows 10 and experience of mailbox management.Strong interpersonal, team-working and communication skills (oral and written).Good organisational, analytical and planning skills with the ability to work to tight deadlines.Able to make effective decisions, identify problems and propose solutions to maintain a quality service.

Behaviours

We'll assess you against these behaviours during the selection process:

Delivering at PaceManaging a Quality ServiceMaking Effective Decisions

We only ask for evidence of these behaviours on your application form:

Delivering at PaceManaging a Quality Service

Technical skills

We'll assess you against these technical skills during the selection process:

Motivation question at interview.

Benefits

Alongside your salary of �26,500, Foreign, Commonwealth & Development Office contributes �7,155 towards you being a member of the Civil Service Defined Benefit Pension scheme. � A Civil Service Pension.
� 25 days Annual Leave per annum.
� 9 days Public and Privilege holidays per annum.
� Learning and Development tailored to your role.

See the attached candidate pack.