Receptionist and Corporate Services Officer – Foreign & Commonwealth Office – Muscat

Receptionist and Corporate Services Officer – Muscat – Indeed.com

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Job Description (Roles and Responsibilities)

Main Purpose of the Job:

The receptionist role is the first point of contact for most people coming into, or calling the Embassy. This is a key public-facing role that provides an Embassy-wide function. In addition, this position provides key administrative support to the Corporate Services team.

Key Duties and Responsibilities:

Operational

  • Operating of telephone switchboard.
  • Handling of inbound routine phone and email enquiries and assisting all visitors.
  • Distributing incoming mail and scanning of documents.
  • Issuing dip note numbers for Embassy colleagues and maintaining the log.
  • Supporting meeting room and Embassy pool vehicle bookings for Embassy colleagues.
  • Assisting the PA to Her Majesty’s Ambassador with social secretary duties, including acknowledgements and responses to invitations.
  • Supporting Corporate Services team to complete annual archive filing.
  • Managing the Embassy Annual Leave Chart and phone list.
  • Assisting with the organisation of the annual Christmas Carols.
  • Managing the organization of language training at Post for UK-Based officers and spouses.

Health and Safety, Security, Crisis

  • Controlling the main security airlock doors and opening/locking Embassy doors at the appropriate times.
  • Working with the Post Security Manager to complete periodic incident reporting and alarm testing.
  • Working with Consular Team to keep information up to date on relevant information channels.

Finance and Procurement

  • Management and monthly reconciliation of cash box
  • Supporting Corporate Services team with raising procurement requisitions and receiving goods and services.
  • Supporting Finance team with collating information on utilities and phone bills and input data on relevant spreadsheets to ensure payments can be processed by the Finance team.
  • Ordering of business cards for all sections
  • Managing the procurement and distribution of stationery and cleaning stores.

Key Competencies:

The candidate will need to demonstrate the following competencies during the interview:

  • Managing a Quality Service: Effectiveness in this area is about being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements.
  • Changing and Improving: People who are effective in this area are responsive, innovative and seek out opportunities to create effective change. It’s about being open to change, suggesting ideas for improvements to the way things are done, and working in ‘smarter’, more focused ways.
  • Collaborating and Partnering: People skilled in this area create and maintain positive, professional and trusting working relationships with a wide range of people within and outside the Civil Service to help get business done.
  • Delivering Value for Money: Involves the efficient, effective and economic use of taxpayers’ money in the delivery of public services. It means seeking out and implementing solutions which achieve the best mix of quality and effectiveness for the least outlay.
Essential qualifications, skills and experience

  • Excellent written and oral communication skills in English
  • Minimum one-year experience in a similar role
  • Excellent interpersonal skills with a strong customer focus
  • Numerate reliable and able to work under pressure
  • Ability to work both in a team and autonomously
  • Ability to multi task and self-motivated
  • Good knowledge of MS Office, including Word and Outlook
Desirable qualifications, skills and experience

  • Spoken Arabic is desirable but not essential
Required competencies

Changing and Improving, Collaborating and Partnering, Delivering Value for Money, Managing a Quality Service

Application deadline Application deadline – day Application deadline – month Application deadline – year

3 August 2020

Grade

A1 (L)

Type of Position

Full-time, Permanent

Working hours per week

35

Region

Middle East & North Africa

Country/Territory

Oman

Location (City)

Muscat

Type of Post

British Embassy

Number of vacancies

1

Starting monthly salary (OMR)

640

Start Date Start Date – day Start Date – month Start Date – year

1 November 2020

Other benefits and conditions of employment

Working Conditions and Remuneration:

The Embassy offers an attractive working environment and remuneration package for the role, including salary of 640 Omani Riyals per month inclusive of all allowances; and use of on-site recreational facilities (including a swimming pool and social club). This is for a full-time employment, on a permanent basis this is subject to 3-month probationary period.

Normal working hours are 07:30 – 14:30, Sunday to Thursday.

There is a holiday entitlement of 30 days per year (pro-rated) following successful completion of a 3-month probation period. Holidays that have already been booked will be honoured. There are also national holidays determined annually by the Embassy, which usually total 14 days per year (pro-rated for part time staff).

Employment in the advertised position is dependent on the potential employee having or acquiring valid UK security clearance. Security clearances can take several weeks to process. Inability to obtain a clearance will preclude employment. Loss of a security clearance at any time will lead to termination of employment.

Additional information

Eligibility:

Applicants must have a valid visa in Oman in order to apply.

To Apply:

Interested candidates must attach the following documents in English when applying online.

  • A covering letter.
  • An updated Curriculum Vitae (CV).

** (Your application must include examples of when you have demonstrated the competencies outlined above in the cover letter or motivation section in the application form. Applications that do not include this information will be rejected).

The closing date for applications is 03 August 2020 by 23:55 (Local Time).

Applications received after the stated deadline will not be considered. Telephone applications and enquiries will not be accepted.

The successful applicant’s employment will only be confirmed after the completion of any security clearance/checks. The checks can take several weeks to complete and the applicant will only be employed if the UK security clearance is granted.

The British Embassy Muscat is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staffs recruited locally by the British Embassy are subject to Terms and Conditions of service according to local Muscat Employment Law.

Please be aware that you will only be able to apply to vacancies for Local Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.


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