Deputy Residence Manager (Brussels/Residence)

Foreign and Commonwealth Office
  • Location
    Brussels, Belgium
  • Sector
  • Experience
    Mid Career
  • Apply by
  • Posted
    Nov 15

Position description

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, 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 and Commonwealth Office (Operations and Corporate Services)
Job Subcategory: Corporate Services Support

Job Description (Roles and Responsibilities)

The British Embassy in Brussels is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking for a full time Deputy Residence Manager.

The Deputy Residence Manager is responsible for the efficient management of the Residence, ensuring that it contributes fully to the UK Government priorities, represents value for money, is maintained to the highest possible standard and serves as a showcase for British excellence.

Reporting to the Residence Manager, the successful candidate will be responsible for supporting the overall day-to-day management of the Residence as well as the planning, co-ordination and service delivery of events.

Main Duties and Responsibilities:

  • Supporting the Residence Manager in all aspects of running the Residence:
    • Process bookings for events and overnight stays. Create a log of overnight guests showing room allocation, arrival and breakfast times;
    • Maintain a diary and log all appointments in the Outlook calendar, giving access to key stakeholders;
    • Print menu, guest lists, name cards and placement;
    • Oversee housekeeping;
    • Raise works orders for maintenance requirements. Deal with contractors and Interserve staff. Monitor progress;
    • Create and maintain a database of events, including number of guests and type of event including food and beverages consumed;
    • Ensure Health and Safety procedures are implemented and followed;
    • Liaise with chefs on suitable menus taking into consideration dietary requirements and budget. Choose wine with Maitre d’hôtel and chef to compliment dishes served at each event;
    • Ensure systems are in place for the cost effective order and delivery of food and non-food supplies according to Residence requirements;
    • Order wines ensuring good value for money. Discuss prices/quality with suppliers. Create and maintain a wine cellar inventory;
    • Hire additional agency staff as required. Keep a log of each member of agency staff-number of hours worked, on which event and the cost to enable charging to the correct client/budget;
    • Process invoices from suppliers-send invoices to CSB for payment;
    • Cash box - reimburse staff in cash for purchases made on behalf of the Residence. Return excess cash with justification of expenditure to CSB as required;
    • Meet external clients to discuss requirements for events;
    • Request guards for large events, passing the cost to the client;
    • Order flower arrangements for representational purposes and special requests from clients.
  • Staff management:
    • Day to day supervision of Residence staff team, line manage 5 staff and conduct annual appraisals;
    • Supply information to CSB for Securex on staff annual leave adjustments-update staff leave log;
    • Ensure appropriate forms are completed for reimbursement of staff expenditure (e.g. shoe allowance, training courses).
  • Support Residence Manager.

Essential qualifications, skills and experience

  • At least 5 years of previous relevant experience in events management planning and delivery;
  • Demonstrated experience in resource or budget management;
  • Excellent Performance Management Skills;
  • Excellent interpersonal, customer handling and communication skills;
  • Excellent organisational skills, with proven ability to plan and prioritise tasks, making necessary adjustments to own workload;
  • Good written and spoken English;
  • Experienced user of Microsoft Office;
  • Previous line management experience.

Desirable qualifications, skills and experience

  • Good written and spoken French;
  • Good writen and spoken Dutch;
  • Relevant experience in the hospitality industry or similar.

Required competencies

Seeing the Big Picture, Changing and Improving, Making Effective Decisions, Delivering at Pace.

Application deadline: 28 November 2018
Grade: B3 (L)
Type of Position: Full-time, Permanent
Working hours per week: 36.25
Region: Europe, Eastern Europe & Central Asia
Type of Post: British Embassy
Number of vacancies: 1
Starting monthly salary (EUR): 3,865.40
Start Date: 8 January 2019

Other benefits and conditions of employment

This is a permanent full-time position, where you will be expected to work a maximum of 36.25 hours over a 7 day period. This will often be Monday to Friday but the nature of the work within this busy Residence means that you will be expected to demonstrate flexibility in your hours and timetable of work - often at short notice. This may include night and shift working, variable hours, weekend and bank holiday working. Time off in lieu (TOIL) will be granted for additional hours worked at the discretion of the Residence Manager.

The monthly gross salary for this position is € 3,865.40, B3 (L) level (The British Diplomatic Missions in Belgium salaries are not subject to annual indexation).

Please note that Belgian nationals will be paid their salary gross and are expected to comply with their tax obligations through completion of a tax return to the Belgian authorities. Non-Belgian nationals will receive their salary net, minus the deduction of an equivalent level of Belgian tax retained at source. Further information on this will be given to candidates during the recruitment process.

The successful candidates will be subject to professional background checks and security clearance.

Staff recruited locally by the British Diplomatic Missions in Belgium are subject to Terms and Conditions of Service according to local Belgian employment law.

Application instructions

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