View Vacancy – Corporate Services Officer, Corporate Services Benelux (CSB) (BEL25.011) (MATL cover)

Who are we? 

Corporate Services Benelux (CSB) is a joint service that leads on operational support to the UK Diplomatic Missions in Brussels (our Missions to the EU & NATO and our bilateral Embassy to Belgium). CSB also has some responsibility for the Devolved Governments in Brussels and our Luxembourg & The Hague Embassies. We manage and deliver a broad combination of complex operational and strategic work on staff issues (locally recruited and UK based), Finance, IT, Security and Transport. We also manage a shared Residence for all of the UK Missions’ high level entertaining. It is one of the biggest operations in the UK’s Europe Diplomatic Network. We are looking for a Corporate Services Officer.

Our daily work relies on the input of dedicated individuals who engage on many different topics and activities. We seek to employ a diverse range of candidates who bring their own talents and perspectives to the role. We have a strong corporate agenda that ensures we create a positive and inclusive working environment where everyone is valued for their contribution.

CSB is diverse, respect & values based while seeking to deliver effectively in a friendly manner. We put the welfare & needs of staff first. Our staff survey scores for wellbeing and collegiate support score high. We offer many learning and development opportunities.

Main purpose of job:

The job holder will serve as the Embassy’s Health & Safety contact point, ensuring conformity around Health and Safety (H&S) requirements.

The successful candidate will be an organised self-starter, with a flexible ‘can do’ approach to the work with excellent communication skills- fluent in English.  

Roles and responsibilities:
      
Health and Safety:

• Act as Nominated Health and Safety Contact for CSB, the bi-lateral Embassy and UK Mission to EU; conducting follow up investigations to all accidents or incidents reported via the H&S portal;
• Conduct monthly H&S inspections of the following sites: Official Residence, CSB Office, the bi-lateral Embassy and UK Mission to EU;
• Support colleagues with occupational health and workplace adjustments related queries, assessments and follow up;
• Lead on arrangement of cross-mission First Aider training sessions;
• Manage the cross-mission workplace first aid kits and provisions;
• Secretary to the H&S Committee;
• Keep abreast of both FCDO policy and local legal updates, ensuring these are reflected accurately within CSB owned H&S related guidance;
• Issue H&S newsletters;
• Manage and maintain general risk assessments for several buildings;
• Provide advice to colleagues who have responsibilities for conducting specific risk assessments, e.g. manual handling, events, lone working, control of hazardous substances (COSHH).

Estates:

• Support Deputy Director CSB on Estates related questions, projects and visits;
• Contract Manager for two commercial contracts; the gas and electric utilities contracts and the photocopier contract;
• Secretary to the Estates Steering Group;
• Manage the upkeep of and user policies relating to the small in-house gym, ensuring that the equipment is well maintained and safe for use.

Other:

• Lead co-ordinator in Brussels for the Management Assurance Process (MAP) audit returns and follow up;
• Act as CSB’s sustainability champion; sitting on the cross-missions Greening Committee and contributing to sustainability projects and initiatives;
• Secretary to CSB’s Learning & Development Committee; creating meeting agendas and minutes, sending meeting invites, updating the budget record and contributing to newsletters and initiatives;
• On occasion, support other Teams within Corporate Services Benelux when they have a critical gap.

Our Ideal Candidate shows: 

• full professional proficiency in English (written and spoken, minimum of C1 level for CEFR framework*);
• a workplace Health & Safety qualification;
• previous professional experience in Health & Safety;
• previous administrative support experience;
• relevant academic, work or/and voluntary experience;
• excellent organisational skills; proven ability to plan and prioritise a variety of tasks independently;
• excellent communication skills; both written and verbal;
• pays attention to detail, is proactive and customer focussed;
• sensitivity and discretion when handling personal details;
• solid IT skills with sound working knowledge of Outlook, Word, Excel.