Main purpose of job:
The Department for Business and Trade (DBT) embraces and values diversity in all forms. We welcome and pride ourselves on the positive impact diversity has on the work we do, and we promote equality of opportunity throughout the organisation. DBT China would value applications from people from the widest possible diversity of background, culture, experience and gender.
This is an exciting time to join the Department for Business and Trade (DBT) as Personal Assistant to His Majesty’s Deputy Trade Commissioner to China for DBT China and Hong Kong. Our aim is to promote UK trade and investment across the world which is vital for the prosperity of the UK. DBT brings together policy, promotion and financial expertise to break down barriers to trade and investment in markets across the world to help businesses succeed. This is a great opportunity to be part of an international team that contributes to the success of the UK’s trade goals.
DBT operates in 108 countries. Establishing new relationships around the globe, DBT promotes UK trade to ensure the UK takes advantage of the huge opportunities open to us, securing and improving economic well-being, stability, and helping to create tens of thousands of jobs. DBT has one of the largest representations of the 18 government departments working in China, which are coordinated and led by His Majesty’s Ambassador who is responsible for the UK’s relationship with China.
His Majesty’s Trade Commissioner (HMTC) is responsible for Trade and Investment work in China, one of nine global regions. With c.180 staff across six posts – Beijing, Hong Kong, Shanghai, Guangzhou, Chongqing and Wuhan – DBT, as part of the UK government network in China offers a fast-paced place to work at the heart of UK-China Government relations.
Roles and responsibilities / what will the jobholder be expected to achieve:
The successful applicant will play a key role in providing administrative support for the Deputy Trade Commissioner and the Financial and Professional Services team by providing an interface with other sector teams on areas such as budget/finance and performance monitoring/management. They will also manage both the Deputy HMTC and Counsellor’s diaries, prioritising and preparing work, and lead on taking forward logistical arrangements for their travel and participation in events.
You will need excellent personal skills to act as an effective interface between the Deputy HMTC, the senior leadership team, other staff, Embassy partners, and external contacts. Good judgement, resilience, excellent organisational and negotiating skills and an ability to quickly establish a rapport with people at all levels is required.
In addition to core work, the successful applicant will have also the opportunity to play a part in a diverse range of work such as planning and delivering Ministerial and VIP visits (online/offline), running major events and engaging the business community.
The role offers significant personal development opportunities in addition to the chance to play a role in high profile programmes of activity, which will provide unique experience and insight into the work of HMG in the second largest economy in the world. There will also be opportunities to collaborate with other PAs and Directorate Support Officers to work and support the senior and wider leadership team.
1. Effective management of the Deputy HMTC’s diary and delivery of strategic priorities (50%)
- Diary management: Pro-active management of the Deputy HMTC and Counsellor’s time including coordinating external and internal engagement, attendance at external events, regular engagement with Whitehall stakeholders,
- Quality control: ensure speeches and briefing are well-written.
- Events: organise events hosted by Deputy HMTC.
2. Effective administration of the Financial & Professional Services team (40%)
- Budget and finance management: Ensuring accurate accounting and monitoring of team budget, engagement with DBT finance leads, chairing of monthly team finance meeting, training team on finance and procurement processes to support best practice.
- Event and activity planning and performance monitoring.
- Knowledge management: ensuring good record keeping in the team including use of DataHub, and consistent filing of briefing, readouts, and speeches on Teams site.
3. Corporate Contribution (10%)
- Provide support where necessary in delivery of the wider objectives of the Corporate Operations and DBT China team, including on cross-cutting issues.
- Promote and contribute to the China Country Business Plan and network values, actively and constructively participating in Post activities.
- Previous experience of administrative work in a busy team environment.
- Ability to work quickly and under pressure, have an eye for detail, and be able to handle senior contacts on the phone and in person effectively.
- Must have a good working knowledge of basic Microsoft Office software (Word, Outlook, Excel, and PowerPoint).
- Excellent/highly proficient in English, independent/good in Mandarin
- Experience in PA/administrative work
- Understanding of budget management.
Note:
- This is a fixed term contract of 24 months.
Benefits:
We offer a competitive package which includes –
- For Beijing and Shanghai: A gross monthly salary of CNY 12,174 for Chinese Nationals and an abated salary of CNY 17,052 for British Nationals and spouses/partners of diplomats who are ‘W’ (diplomatic) visa holders and meet passport criteria;
- For Chongqing and Wuhan: A gross monthly salary of CNY 11,288 for Chinese Nationals and an abated salary of CNY 15,373 for British Nationals and spouses/partners of diplomats who are ‘W’ (diplomatic) visa holders and meet passport criteria;
- Commercial insurance package including accidental, life, medical and business travel insurance
- 22 days annual leave entitlement in pro-rata which increases by 0.5 per full calendar year worked up to maximum of 25 days. We offer different types of compulsory leave in accordance to Chinese law, e.g. Maternity Leave, Paternity Leave, Marriage Leave, Parental leave, etc.
- In addition to the above compulsory leave, we also offer other types of leaves with pay e.g. Study Leave, Volunteering Leave to support staff who undertakes volunteering activities, Special Paid Leave to deal with emergencies involving a close family member, and more.
- Employee Assistance Programme which is a confidential service providing help, support and information to staff to resolve and manage situations causing concern whether at work or personal nature is available to staff 24/7;
- There is also plenty of opportunity to develop on and off the job, and establish expertise and build capability. We are strongly supportive of the job holder continuing to develop their professional skills. The Mission encourages a blended learning culture based on the 70/20/10 model which includes e-learning, mentoring, coaching, other development activities and role-specific required trainings. This offer also includes supporting staff members to take part in a 5 days of learning activities each year.
Learning and Development Opportunities:
No matter what stage of your career you’re at, you’ll have a positive impact and play a key role. We strongly believe in investing in our people – from day one, you’ll be assigned a dedicated buddy, have guidance from your line manager and support within the wider organisation. You’ll have the opportunity to develop on and off the job, and to establish expertise and build capability. We are strongly supportive of the job holder continuing to develop themselves.
In addition, opportunities and activities include:
- Attending external events and conferences hosted by academic institutions, business chambers, etc.
- Learning and Development programmes, which have recently included leadership, line management, interpretation, presentation skills, effective remote working and trade policy.
- Opportunities for job shadowing across the network.
- An individual bid fund providing funding to support more tailored learning and development needs.
Working Patterns:
35 hours of work per week from Monday to Friday, 08:00-17:00.
Other Information:
Employment offers are subject to successful clearance of pre-employment and security checks. Staff who are locally recruited by the British Embassy/Consulate General are subject to Terms and Conditions of Service according to local Chinese employment law.
No accommodation or relocation expenses are payable in connection with this position. All candidates must be legally able to work and reside in the country of the vacancy with the correct visa/work permit status or demonstrate eligibility to obtain the relevant permit. Any costs related to obtaining or renewing permits and visas are the responsibility of the successful applicant.
Please note that your application must be submitted before 23:55 on the day mentioned in the above field “Application deadline.”
Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.
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. Applicants called for an interview will be assessed on the core behaviours listed above.
All applicants are required to mandatorily fill the online application form completely including the employment and educational details, experience, professional skills and behaviour-based questions. We will be thoroughly reviewing the applications and incomplete form in any respect may not be considered while shortlisting for the next stage.
Only shortlisted candidates for interview will be contacted. Interviewees will be assessed on the core behaviours/qualifications listed above. Unsuccessful candidates will be notified via the system in due time. Appointable candidates who were unsuccessful may be placed on a ‘reserve list’. If during the reserve period of 6 months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.
For inclusivity and diversity, please remove the following personal information when uploading your CV: name, address, email address, age, date of birth, gender, and nationality.
The start date mentioned in the job advert is a tentative start date and the successful candidate will be required to undergo security vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances.
