View Vacancy - Assistant to the Residence Manager AO - (32/24 CPT)The British Government is an inclusive and diversity-friendly employer. We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Job Category: Foreign, Commonwealth and Development Office (Residence and Support Staff)
Job Subcategory: Private Office
Main purpose of job: Reporting to the Residence Manager, the Assistant to the Residence Manager is responsible for ensuring the smooth running of the household and supporting a quality service to the British High Commissioner & the British Consul General to Cape Town when they use the Residence and host guests. They will learn the personal preferences of these principal managers and ensure that the Residence facility and services are delivered in a proactive, discreet, timely, thoughtful and unobtrusive manner. They provide leadership to the housekeepers, security, contract gardeners and any other outsourced staff, ensuring the services provided are of a high standard and cost-efficient. Working with the Residence Manager, the incumbent will handle external commercial clients and guests and participate in increasing the usage of the Residence to help offset running costs.
Roles and responsibilities: Guest Services Prepare for, and welcome guests to the Residence and ensure their comfort, safety and ability to conduct business throughout their stay.With the supervision of the Residence Manager, ensure there is always someone on duty in the Residence when guests are in-house for formal events, including organisation of rotas.Personally provide a high-quality service to principals, guests and clients as appropriate.Assist the Residence Manager to plan and manage the provision of meals and refreshments for guests and events.Events When requested, liaise with organisers and ensure a comprehensive brief of requirements is taken. Interact with the Residence Manager on costing, staffing, hiring of suppliers, layout and requirements.Ensure the Residence is prepared according to the agreed brief.Brief Residence staff and suppliers.On occasion, especially when the Residence Manager is not available, provide an event management service as per the event brief.Supervision Provide guidance in etiquette, protocol, and appropriate housekeeping and service standards.Work with the Residence Manager and the estates team, engaging/contracting and overseeing the Residence security guards, outside contractors, service providers and suppliers. Ensure quotations meet the brief, prices are fair and the work is to standard.Supervise maintenance, repairs and improvement projects.Oversee the housekeeping staff, guiding and leading them to carry out their jobs in a positive, motivated manner. Coach and address performance issues with the Residence Manager's support.Identify any staff training needed and promote internal offers from the International Academy.Supervise timekeeping, accurate financial and other records, rostering and attendance.Administration/Stock Control & Budgeting Manage the stock of cutlery, crockery, glassware and recording of inventories.Quarterly count of linen and table linen.Monthly count of cutlery, crockery, glassware.Weekly count of cleaning materials and request replacements when at minimum stock levels.Complete records and send to the Residence Manager as required.Set up a system for issuing & return of Residence equipment and stocks to caterers and third parties.With guidance from the Residence Manager, manage shopping, expense control and admin.Together with the Residence Manager, keep track of household expenses and costs. Complete expense returns on time.Manage the wine cellar, keeping a stock of suitable wines and beverages and liaising with the Principals and Residence Manager in selecting. Ensure the system for usage by the principals is managed and all records updated as and when usage occurs.Prepare & print menus, place name cards.High Commissioner Personal Service Manage the provision of personal housekeeping services to the High Commissioner and his/her family in line with FCDO rules.Pretoria Cover Provide similar services at Pretoria Residence during holidays, absence and large-scale events.The FCDO operates an agile workforce. To facilitate this, you may be required to undertake other duties from time to time as we may reasonably require.
Resources managed (staff and expenditure):
1 x Housekeeper
Essential qualifications, skills and experience: Experience managing a residence in a diplomatic setting, boutique hotel or private home of similar standing, with excellent references and a track record of expertise in:HostingService of high-quality food and beveragesStaff supervisionEvents managementMaintenance & repairsBudgeting and cost managementExcellent computer literacyLight food preparationValid driver's licenseDesirable qualifications, skills and experience: Knowledge of food and wine including menu construction.Able to do very basic maintenance such as changing light bulbs, using a drill, etc.Required behaviours: Changing and Improving, Delivering at Pace, Making Effective Decisions, Managing a Quality Service, Working Together
25 July 2024
Grade: Administrative Officer (AO)
Type of Position: Permanent
Working hours per week: 36.5 hours
Region: Africa
Country/Territory: South Africa
Location (City): Cape Town
Type of Post: British Consulate General
Number of vacancies: 1
Salary: R 296,469.38 (per annum)
Start Date: 1 September 2024
Other benefits and conditions of employment: The British High Commission pays in full for the Key Care Plus option on Discovery Health for staff including spouses/partners and dependants.Once you have successfully completed your probation, the British High Commission will contribute 9% of your monthly salary to a Provident Fund.Annual leave entitlement of 25 days.Working hours per week of 36.5 hours.Additional information: Please complete the application form in full as the information provided is used during screening.Please check your application carefully before you submit, as no changes can be made once submitted.The British High Commission will never request any payment or fees to apply for a position.Employees recruited locally by the British High Commission in Pretoria are subject to Terms and Conditions of Service according to local employment law in South Africa.It is essential that the applicants already have the right to live and work in South Africa without the need to apply for a work permit.Employees who are not liable to pay local income tax on their Mission salary may have their salaries reduced by the equivalent local income tax amount.Information about the Civil Service Success Profiles can be found on this link: Success Profiles.Reference checking and security clearances will be conducted on successful candidates.Please log into your profile on the application system on a regular basis to review the status of your application.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.Please be aware that you will only be able to apply to vacancies for Country Based 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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