9 days ago
  • LevelMid Level
  • ProfessionsOperations Manager
  • TypeFull Time
  • LocationLondon, United Kingdom

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Description

Closing Date: 05-Jul-2022

The British Council builds connections, understanding and trust between people in the UK and other countries through arts and culture, education and the English language. We work in two ways – directly with individuals to transform their lives, and with governments and partners to make a bigger difference for the longer term, creating benefit for millions of people all over the world. We help young people to gain the skills, confidence and connections they are looking for to realise their potential and to participate in strong and inclusive communities. We support them to learn English, to get a high-quality education and to gain internationally recognised qualifications. Our work in arts and culture stimulates creative expression and exchange and nurtures creative enterprise. We connect the best of the UK with the world and the best of the world with the UK. These connections lead to an understanding of each other's strengths and of the challenges and values that we share. This builds trust between people in the UK and other nations which endures even when official relations may be strained. We work on the ground in more than 100 countries. In 2019-20 we connected with 80 million people directly and with 791 million overall, including online and through our broadcasts and publications.
Role Purpose: The Operations Executive plays a key role in supporting the achievement of our organisational goals by providing direct support to the Country/Territory Leadership Team and Country/Territory Director. The role is instrumental in the effective management of key relationships and in the efficient delivery of the Directorate’s management responsibilities.
Main accountabilities but not limited to the following:  1. Support the Director to ensure the country/territory operation has effective governance as per British Council standards and in support of Country Management requirements:
  • Meetings of the Country/Territory Leadership Team (CLT/TLT) and Incident Management Team (IMT) are scheduled on a timely basis ensuring maximum participation. Proposed agenda items are collated, and final agenda agreed with Director and shared with participants no less than 3 days before each meeting. 
  • Mandatory agenda items such as ‘risk reviews’, as advised by regional governance guidelines, are scheduled at appropriate times.
  • Actions from previous meetings are followed up with each action owner, in advance of the following meeting. Progress updates are recorded and shared with Director and Chair of meeting (if not Director) in advance of the following meeting.
  • A CLT O365 Teams site is maintained which contains all the key documents related to country/territory operation governance as advised by regional governance guidelines e.g. risk register, audits and action plans, contracts register, information asset register, child safe action plans, organograms, business continuity plans etc. Frequency of updates by members of CLT is monitored and individuals chased where updates have not been made on a timely basis. Monthly updates are provided to Director on amendments made by members of CLT. (This task may be the responsibility of BSS in certain countries).
  • Where hard copies are needed, contracts or other documents requiring Director signature are printed and returned securely to requester following Director signature.  Support is given for coordinating Director’s time for e-signing where this is required.
2. Taking a lead on the logistics for large scale online and in-country/territory meetings, and on the programmes for internal/external senior visitors as well as new members of staff as requested by CD
  • Visit programmes reflect the quality and impact of our work
  • Briefing is coordinated with SBU input
  • Visitors receive up-to-date joining instructions, visitor notes and briefing as per corporate standards
  • Meeting venues and appropriate refreshments and meals are arranged within cost guidelines and in line with corporate standards
  • Hotel bookings are made as per country/territory approved supplier list
  • Planning and arrangements are made for induction of new members of the team
  • Meeting agendas are agreed, and invitations sent, meeting arrangements put in place
  • Provide incoming and outgoing admin support to new/departing CD
3. Staff engagement and activities to support the well-being of the team such as:
  • Coordinate invitations and logistics for All Staff meetings and other staff engagement activities
  • Support people-related tasks for example coordination with local health provider, local government agencies where relevant) and supporting the country/territory leadership team with activities to address areas arising from the annual staff survey
  • Support the wider country/territory leadership team in communications for example outcome of pay awards
  • Liaise with Embassy for HMA’s engagement with us and British Council participation in FCDO activities – for example vaccination programmes, QBP, guest lists for events
4. Calendar management and other administrative support as requested by Director: For example (but not exclusively):
  • Coordinate the Country/Territory Director calendar and travel (in country/territory, UK and international) 
  • Accompany the Country/Territory Director to meetings where appropriate and co-ordinate necessary follow up action, providing cultural insight and language support as required. 
  • Maintaining Director’s calendar to help her/him make best use of their time; keeping abreast of key issues to filter and prioritise demands, ensuring important and urgent work is done or delegated as appropriate.
  • Ensure good records management to capture information and insights and to support the effective interaction with stakeholders
  • Ensure appropriate briefings, speeches and discussion documents as required are prepared in advance for the Country/Territory Director, including collecting briefings from colleagues for Director’s external meetings or conducting internet research on partner/stakeholder’s biographies or institutions
  • Collating programmes and other related materials for meetings and visits (both in-country and international). Manage visa applications for Director’s overseas trips.
  • Draft/submit notes verbales/diplomatic notes/letters to local government ministries as needed
  • Liaise with HMG department private secretaries and relevant colleagues
  • Maintain a record of strategic contacts for the Director and the Country/Territory Leadership Team in conjunction with GNT and the Policy and External Relations team.
5. Supporting finance and procurement processes
  • Purchase Orders raised as requested by Director, in line with corporate standards
  • Support the Director in the management of her/his specific budgets. Using reports provided by Financial Planning and Analysis (FPA) colleagues, ensures that the director reviews and checks these budgets on a monthly basis
  • Monitor Country/Territory Director Function budget lines in SAP and run appropriate reports as required
  • Act as in-country/territory contact for corporate travel provider and escalate country/territory-specific issues as necessary.
6. EDI 
  • To actively contribute to an inclusive and anti-racist organisational culture, being aware of your own biases, and taking action to mitigate against these. Ensuring people feel valued and are treated equitably, with support for people’s well-being and mental health.  
  • Understand the British Council’s approach to equality, diversity and inclusion and how it applies to your role, and make time for learning and development relating to EDI and anti-racism
7. Other accountabilities relevant to the specific country/territory context
Role specific knowledge and experience:
  • Experience of working a supporting role 
  • Administrative and financial administration experience 
  • Experience of working in an Executive Assistant role (desirable)
Role specific skills:
  • Confident user of information technology (Word; Excel; PowerPoint), Microsoft 365 functionality
Further Information: Pay Band: 4  Contract Type: Indefinite Location: Beijing, China Requirements: 
  • Candidates must have the right to live and work in the country in which the role is based.
  • The British Council systems and global processes operate in English. Written and verbal proficiency in English is required at level B2.
  • Additional Requirement: Some out of hour’s work may be required
Closing Date: Tuesday, 05 July 2022- 23:59 China Time (GMT +8)
A connected and trusted UK in a more connected and trusted world.
Equality , Diversity, and Inclusion (EDI) Statement
The British Council is committed to policies and practices of equality, diversity and inclusion across everything we do. We support all staff to make sure their behaviour is consistent with this commitment.  We want to address under representation and encourage applicants from under-represented groups, in particular, but not exclusively, on grounds of ethnicity and disability.  All disabled applicants who meet the essential criteria are guaranteed an interview and we have Disability Confident Employer Status. We welcome discussions about specific requirements or adjustments to enable participation and engagement in our work and activities.
The British Council is committed to safeguarding children, young people and adults who we work with.
We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989.
Appointment to positions where there is direct involvement with vulnerable groups will be dependent on thorough checks being completed; these will include qualification checks, reference checks, identity & criminal record checks in line with legal requirements and with the British Council’s Safeguarding policies for Adults and Children.
If you have any problems with your application please email askhr@britishcouncil.org
Please note: Applications to this role can only be considered when made through the Apply section of our careers website. Our ‘ASK HR’ email is only to be used in case of a technical issue encountered when applying through the careers website. Emails with supporting statements and CV/Resumes sent to this email address will not be reviewed and will be deleted.

Skills Required

  • Calendar Management
  • Administrative Skills
  • Computer Literacy

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