View Vacancy – Corporate Services Officer (ITA25.035)

Who are we?

The British Consulate General (BCG) Milan is looking for a dynamic, customer focused, pro-active Part-Time Corporate Services (CS) Officer to join our team based in our Milan office. This is a temporary maternity leave cover.  The ideal candidate will be an adaptable team player with excellent customer service skills and a can-do attitude to deal with multiple and often competing priorities. Your role will help ensure the smooth day-to-day running of the Consulate, consisting of c. 40 staff, providing service and a platform to FCDO and Partners Across Government (PAGs) colleagues across the office.

The job holder is expected to work closely with the CS Manager, deputising in her absence, with the Milan CS Support/Assistants and with the wider Italy CS Team in Rome Embassy to build on the One CS Team ethos to provide efficient Corporate support. 

Your duties will vary each day and strong time management skills and the ability to prioritise the tasks within your work areas are essential.

Roles and responsibilities

Estates

• Support CS Manager with office and property maintenance in line with FCDO and Italy Network Guidance.
• FCDO Planon administration for new and outgoing properties for UK based staff in Post.
• Lead on local works programmes in office and UK-Based properties, including oversight of projects e.g. furniture/furnishing replacements, change in occupants, new or temporary property searches.
• Point of contact for UK Based officers to report accommodation concerns or feedback.
• Maintain a weekly log of all works completed, in progress and due in alignment with FCDO priority scale for office and apartments.
• Lead on follow up to regional technical visits, Gas and Electrical Inspections.

Health and Safety Officer

• Nominated Health & Safety (H&S) contact for Post including liaison with FCDO H&S team in London and H&S Post lead/co-ordinator on all H&S matters and Compliance including basic risk assessments and checks/inspections.
• H&S Reporting on the Evotix system including investigation of incidents (accidents or near misses).
• Lead on Post Self assurance compliance using the Home Assure System.
• Fire Safety management at Post. 
• Member of Italy Network H&S committee.

Security 

•  As Deputy Post Security manager – support to Post Security Manager (PSM) as required.
• Provide basic day to day security cover during PSM absence. 
• Report ad hoc security and data breaches as they arise.
• Participate in the Milan Post Security Committee meetings.
• Support regular visits by the Regional Overseas Security Manager and Overseas Security Adviser. 

Financial

• Manage cash imprest and monthly finance returns through the Notional Post Account (NPA) system.
• Support on the devolved Local Budget.
• Procurement Champion for Milan CS team.
• Ad hoc Estates/H&S related purchases in line with FCDO guidance.

Line Management

• Quality Assurer in performance management processes for 2 AA CS Support Officers.

• Full professional proficiency in English and Italian (written and spoken, minimum of C1 level for CEFR framework* or equivalent);
• IT literacy, competent user of Cloud and MS 365 environment; 
• Highly-developed front-line customer service management skills acquired in a business environment, with a clear commitment to excellent customer service;
• Ability to respond flexibly to changing priorities;
• Good communication skills with ability to engage with different stakeholders;
• Strong team player.