The British Embassy in Muscat is looking for a dynamic team-player to take up the position of Receptionist, job grade Administrative Assistant (AA) on a fixed term contract for one (1) year.

The jobholder will be the first point of contact for visitors and callers at the Embassy. This is a key public-facing role, pivotal in delivering outstanding customer service and supporting the broader embassy operations in Muscat. You will work closely with the Corporate Services team providing crucial administrative support to ensure smooth and efficient functioning of the Embassy.

This role reports to the Corporate Service HR Officer.

Main Duties and Responsibilities:

Reception

• Greeting and assisting visitors by verifying their identity, directing them to the appropriate sections, managing the telecommunications switchboard, active screening phone calls and handling enquiries via phone and email to ensure they reach the relevant staff members.
• Ensures that the telephone list, tree and emergency phone list is regularly updated (removing / adding staff) and saved on a shared area.
• Distributing and coordinating incoming/outgoing diplomatic bags along with incoming mail to/from all relevant departments.
• Issuing dip note numbers for Embassy colleagues and maintaining the log.
• Supporting meeting room and Embassy pool vehicle bookings for Embassy colleagues by managing official fleet cars maintenance, mileage and petrol consumption records.
• Assisting the EA to HMA with social secretary duties, including coordinating invitation responses, managing RSVPs and guest lists, preparing menu and seating cards, liaising with the residence team in the EA’s absence, and handling other ad hoc tasks as required.
• Assist in event setups including but not limited to catering requirements, table set ups and any other aspects of event organization and delivery.
• Assisting with the organisation of Embassy events/official visits which may require out of hours work and may include but not limited to working with security/estates team.
• Updating official and diplomatic contacts on a regular basis.
• Managing the procurement and distribution of stationery and cleaning supplies.
• Managing the Embassy Annual leave chart.
• Responsible for public address announcements.
• Coordinating of arrangements regarding Embassy post closures and the Embassy Contact Information line.
• Coordinating the organization of language training at post for staff and spouses.
• Manage the Embassy enquiries mailbox – redirecting and responding as required in coordination with the EA to HMA.
• Arranges ad hoc receptionist cover during own absence ahead of time.
• Supporting the Corporate Services team for any additional requests.
• Other administrative tasks as directed.

Health and Safety

• To be a trained First Aider.
• Maintains safe and clean reception area by complying with rules and regulations.
• Controlling the main security airlock doors and opening/locking Embassy doors at the appropriate times.
• Working with the Post Security Manager to complete periodic incident reporting and alarm testing.
• Keeping information up to date on relevant channels including the Organogram and etc.
• Assist with crisis activities as needed.

Finance and Procurement

• Management of monthly reconciliation of cash box.
• Supporting Corporate Services team with raising procurement requisitions and receiving goods and services on HERA.
• Providing support to Corporate Services team on validation of received utilities and phone bills by collating data in relevant spreadsheets to ensure the correct processing of payments.
• Ordering business cards for all sections.

The above list is not exhaustive, and the jobholder will be required to be flexible and take on other ad hoc tasks as required.

Key Behaviours:

The candidate will need to demonstrate the following behaviours and the values of who we are during the interview:

• Managing a Quality Service – Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
• Delivering at Pace – Take responsibility for delivering timely and quality results with focus and drive.
• Communicating and Influencing – Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others.
• Working Together – Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.

Our Values:

Wherever we work in the world, we share a set of values that guides our decision-making, sets standards for our behaviour and helps us deliver the UK’s national interest internationally.

These values are underpinned by the UK Civil Service values (Integrity, Honesty, Objectivity, Impartiality) and complemented by values all One HMG colleagues bring from their own department, service or administration.

• High standard of written and verbal English equivalent or exceeds IELTS score 7.0.  Able to express ideas and messages clearly and concisely.
• Minimum 3 years of experience in a similar position.
• Proficiency of key Microsoft office elements (Excel, Word, Outlook, PowerPoint etc).
• Holds a bachelor’s degree in business administration or any relevant qualification.
• Self-starter and proactive.
• High attention to detail with a strong work ethic.
• Ability to pay attention to details.
• Strong ability to multitask, take self responsibility.
• Proven customer service skills coupled with an ability to handle difficult customers.
• High measures of resilience and adaptability.
• Flexible and positive approach to working in a forward thinking, modern and motivated organisation.
• Numerate reliable and able to work under pressure.
• Ability to work both in a team and autonomously.
• Diplomacy and sensitivity when dealing with clients.
• High level of confidentiality.
• Excellent planning, organising and administrative skills.