HOW TO APPLY
Candidates should include the following documentation in their application:
1) A statement supporting the Selection Criteria (set out below). This should be a written statement, in English, which provides details of the applicant's claims against the selection criteria. It should be presented in a concise and focussed manner. Candidates are invited to write no more than 200 words against each selection criterion. In addressing the selection criteria, applicants should use specific examples of work they have done, describing how they have contributed to a process or an outcome. Applicants who do not provide this statement addressing the selection criteria will not be considered.
2) A curriculum vitae in English providing personal details and details of employment history
3) Name and contact details for two referees. Referees will only be contacted if you are successfully short listed.
4) Copy of DNI or NIE card and Driving License.
SELECTION CRITERIA
? High level oral and written communication skills in both English and Spanish.
? High levels of flexibility, adaptability and professional integrity. Willingness to accept flexible working hours and tasks.
? Ability to undertake a wide range of administrative tasks and relevant work experience.
? Ability to develop productive working relationships and open communication with colleagues and clients, including difficult clients and clients in stressful situations.
? Computer literacy and a capacity to gain a comprehensive knowledge of computer systems.
? Valid Spanish work permit. Driving license for at least two years and a clean driving record.
JOB DESCRIPTION / DUTY STATEMENT
JOB DESCRIPTION
As Embassy Receptionist, manage all aspects of the Embassy's switchboard and reception counter and visitor area.
As the alternate driver, undertake driving duties as directed and maintenance of the Embassy vehicle fleet when the main driver is unavailable.
Undertake some accounts processing, backup Cashier and provide first level consular assistance as required.
DUTIES
Switchboard /Reception 60%
1. Manage the Embassy's telephone switchboard and telephone system including electronic directories and related documentation.
2. Manage the Embassy reception area, including the reception counter and lobby/waiting area. Responsible for ensuring that the switchboard is attended at all times, calls are promptly attended to, and that the recorded message machine is updated and functioning correctly.
3. Manage the Embassy reception counter and visitor area, including attending to visitor enquires, and supervision of entry and exit of persons through the security doors.
4. Manage recovered property received at the embassy and respond to passport enquiries.
Alternate Driver 20%
5. Drive Ambassador, other staff and official visitors to official appointments including after normal working hours. Liaise with other hire car drivers and police to coordinate transport requirements for official visits as required.
6. In the absence of the Embassy’s driver, maintain the Embassy vehicle fleet, including maintenance, repairs and cleaning. Maintain running sheets and receipts for H24 petrol and submit these to the Consul for verification. Responsible for outgoing mail, collection and delivery of official documents and other official items as directed.
Accounts processing 20%
7. Preparation of FMA001 for payment of goods and services; filing and photocopies for Agencies. Processing and parking of accounts in SAP (with the Cashier) for Payments Officer to certify.
8. Act as backup Cashier during periods of leave
General
9. Assist staff in other areas to meet peak demands.