BRITISH EMBASSY BEIJING

JOB DESCRIPTION

I. JOB INFORMATION

Job Title: / Personal Assistant (PA) to Commercial Counsellor / Director of Trade and Investment for China
Position Code: / 4575039
Section/Post: / UKTI / Beijing
Grade of Job: / LEIII
Contract Duration: / Permanent
Hours of Work per week: / 35

II. JOB SPECIFICATION

Main purpose of job (max 200 words):
The UK Government attacks a very high priority to China as the world’s most dynamic and largest emerging power. UK and Chinese leaders now publicly describe the UK-China relationship as being a “partnership for growth”. The bilateral trade and investment relationship is growing significantly and the Commercial Counsellor / Director of Trade and Investment leads a large team at UK Trade and Investment, part of the British Embassy, to identify opportunities and support British companies in this exciting market. PA to the Commercial Counsellor / Director of Trade and Investment will play a key role in supporting UK’s interests in China. The successful candidate will provide the full range of secretarial and administrative support in this high profile environment.
Provide a breakdown of your main duties and responsibilities, and the percentage of your time they occupy:
Type of work / Duties & responsibilities / % of time
Manage the Commercial Counsellor / Director of Trade and Investment for China’s busy outer office especially during his frequent absences on official business. / 30%
Monitor incoming correspondence, including general management of large email traffic and prioritising those that require urgent / immediate action. / 15%
Maintain electronic diary of appointments including organising appropriate background briefings for meetings and dealing with visitors. / 10%
Provide support in drafting correspondence, maintaining records and taking minutes of internal meetings. / 5%
Organise travel and hotel bookings including car booking for official engagements. / 5%
Manage the firecrest registry system, register all important documents and following relevant training, become trainer for all new members of staff using the system. / 5%
Monitor and action the general commercials enquiry inbox. / 5%
Act as manager of UKTI Coffee/Tea account, arranging payment for official use and recovery of personal accounts from staff. / 5%
Assist other members of UKTI including provision of PA assistance to Deputy director as appropriate, and support for high profile visits, events and Inward Investment activity. / 20%
Report to:
Job Title: Commercial Counsellor / Director of Trade and Investment for China
Grade:SMS1
Resources managed - staff and expenditure:
NIL

III. Requirement on Incumbent

1. Key competences required for the job (the five most important):

Essential / Useful / Explanation
Managing Self, Others and Resources / Organise self and work effectively. Maintain high work standard.
Delivering Results / Takes responsibilities and uses initiative to deliver high quality work.
Working with Others / Works effectively with others. Good team player.
Communicating / Conveys professional image and communicates clearly and concisely.
Learning and Developing / Open and flexible approach. Demonstrate positive approach to personal development.

2.Specific specialised knowledge, professional skills, qualifications or experience required for this job:

Education/Specialized knowledge:
Bachelor or above
Professional skills /Qualifications:
  • A minimum audio and copy typing speed of 40 words per minute.
  • Computer proficiency with using Microsoft Office products.

Experience:
  • Previous experience of working in a busy office.
  • Excellent written drafting and verbal communication skills in English.
  • Excellent organisational skills and ableto simultaneously handle multiple tasks;
  • Ability to pay strong attention to detail and accuracy.

Other Requirement:
  • Proactive and able to use own initiative;
  • Flexible team member and willing to help out where necessary.

3. Language:

Confidence / Operational / Extensive
Chinese
English

4. Other job-related or local special factors not mentioned above:

Others:

IV.General Conditions:

We offer a competitive package, which includes basic salary, performance related bonus, good leave entitlement and insurance plan, multi-cultural environment, well-designed training and development opportunities etc. The abated starting salary for this position is RMB9,330/ month. The successful candidate will be employed under locally employed staff conditions within the British Embassy. The conditioned working hours is 35 hours/week from Monday to Friday.