Official Visits and Events Coordinator

2 weeks ago

London, United Kingdom Australian High Commission Full time

**Job Title**

**Official Visits and Events Coordinator - The Department of Defence**

**Type**

**Permanent**

**Location**

**London**

**Department**

**Defence - London**

**Ongoing**

**Full-time: 36.75 hours per week**

**Classification: LE4**

**Salary: 38.081-41,483 GBP p/a**

**About the Department of Defence**

The primary role of Defence is to defend Australia and its national interests. In doing so, Defence serves the Government of the day and is accountable to the Commonwealth Parliament, which represents the Australian people to efficiently and effectively carry out the Government's Defence policy. Australia's Defence policy is founded on the principle of self-reliance in the direct defence of Australia, but with a capacity to do more where there are shared interests with partners and allies.

To support these goals the role of the Australian Defence Staff London (ADSL) is to:

- Support the Australian High Commissioner in conducting engagement with Europe and the region, and represent the Government of Australia on Defence matters;
- Support the Secretary, Chief of Defence Force, and their Group Heads in achieving their engagement objectives with the UK, Europe and the region; and
- Support our people in the UK, Europe and the region.

**About the Business Unit**

The Defence Administration Offices provides in country admin support to Australian Defence Organisation personnel, and their families, whilst on long term overseas posting to the United Kingdom, Defence Lateral Recruits on enlistment into the Australian Defence Force (ADF).

**About the Position**

This role is responsible for event management and coordinating official travel and visits for members of the Australian Defence Organisation. The role also acts as the lead for provision of travel visa and passport related services for all posted members.

The key responsibilities of the position include, but are not limited to:

- Record on a database event, meeting and travel requests received from the Defence Security Agency (DSA) for visiting officers and delegations from the Australian Defence Organisation, Defence Industry and ADS-L
- Liaise with Embassy and host country counterparts to gain appropriate approvals, clearances and link related visits
- Coordinate transport arrangement for official visits as required, including liaising with airports and securing appropriate vehicles and drivers, if required.
- Secure hotel accommodation for visiting officials and confirm the arrangements with the relevant stakeholders. Maintain updated hotel listings and monitor standards of hotels. Develop a good working relationship with preferred hotels.
- Provide assistance with the preparation of programs for visiting officials, including arranging appointments and itineraries as appropriate.
- Maintain emergency contingency contact details of all Australian visitors
- Collate, prepare and distribute updates on Defence’s events and official visitors for weekly Head of the Australian Defence Staff - London and High Commissioner’s meetings.
- Prepare and maintain data on events and visits. Produce statistical reports.
- Create and maintain section files within the electronic filing system and maintain other section filing as required.
- Maintain budget records and administration, including preparation of monthly financial reports and invoices.
- Obtain and disseminate visa requirements for out-posted officials in country as required for travel
- Liaise to obtain required visas for official travel purposes.
- Maintain overview of current instructions from the UK Border Agency and disseminate as relevant.
- Liaise with the Australian High Commission’s Human Resources Department and obtain Certificate of Sponsorship numbers as required for inbound civilian posted officers
- Maintain overview of current instructions, and distribute as required, from relevant Australian government agencies on registration of Citizenship by Descent for new-borns and for passport renewals.
- Where required provide short-term coverage of the Training Officer’s duties
- Any other duties as required

**Qualifications/Experience**
- Ability to engage with multiple stakeholders across different organisations and countries/cultures and act with diplomacy and discretion when dealing with sensitive and confidential information.
- Ability to interpret often complex and changing government policies, ensuring they are applied to support customers’ requirements
- Experience/confidence with Database management/use and reporting
- Flexibility, reliability, adaptability and the ability to respond to changing work priorities as demand requires.
- Strong organisational and time management skills.
- Excellent oral and written communication skills with the ability to effectively prepare documents for senior stakeholders.
- A clean driver’s licence which is valid for driving in the UK is desirable

**Selection Criteria**

In your written statements, you must include succinct, hig

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