Personal Assistant to Deputy Head of Mission and Minister-Counsellor (POL25.216)

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. The FCDO operates an agile workforce and to facilitate this, you may be required to undertake other duties from time to time, as we may reasonably require. Job Category Foreign, Commonwealth and Development Office (Operations and Corporate Services) Job Subcategory Private Office Job Description (Roles and Responsibilities)

Poland is an important partner for the UK. The British Embassy Warsaw works to develop relations between all parts of Poland and all parts of the UK. Our work covers the breadth of the bilateral relationship, including political, commercial, security and economic issues of interest to both the UK and Poland, which we deliver under the framework of a Country Strategy setting out key objectives. Roles and responsibilities might evolve, in line with the Country Strategy.

Main purpose of job :

The British Embassy in Warsaw is now looking to recruit an Personal Assistant to Deputy Head of Mission (DHM) and Minister-Counsellor (MC).

The successful candidate will play a key role in a small and supportive team. The job holder will be working closely with the Senior Management, which gives a unique overview of the day-to-day work of a big and complex Embassy. The ideal candidate should be able to work in a challenging, often fast-moving environment.

What will you be expected to achieve :

• Understanding the priorities of the DHM and MC and forward planning and organising relevant meetings with external stakeholders;
• Managing DHM and MC calendar;
• Managing DHM / MC incoming and outgoing correspondence : post, email invites, letters; formatting, scanning and arranging dispatch when necessary;
• Sending regrets / confirmations to invites DHM / MC receive (by phone or email) to receptions, dinners, lunches;
• Arranging meetings and appointments for DHM / MC;
• Managing travel arrangements for senior managers, as required;
• Working translation of documents for DHM / MC;
• Printing and scanning of various documents for meetings;
• Processing DHM / MC expenses;
• Providing general administrative support in the Private Office;
• Back-up for other staff in the Private Office, especially to Executive Assistant to His Majesty`s Ambassador, if required;
• Dealing with office supplies as required;
• Other administrative duties, if needed.

Essential qualifications, skills and experience

Desirable qualifications, skills and experience

Required behaviours Communicating and Influencing, Delivering at Pace, Making Effective Decisions, Managing a Quality Service Application deadline 13 July 2025 Grade Administrative Officer (AO) Type of Position Full-time, Fixed Term Working hours per week 37.5 h / week Duration of Post 12 months Region Europe, Eastern Europe & Central Asia Country / Territory Poland Location (City) Warsaw Type of Post British Embassy Number of vacancies 1 Salary Currency PLN Salary PLN 8,955 (gross) Type of Salary monthly Start Date 18 August 2025 Other benefits and conditions of employment

This is a full-time, fixed-term position of 5 days (37.5 hours net) per week, from Monday to Friday, for the period of 1 year, with the possibility of renewal.

The gross salary for this position is PLN 8,955 gross per month.

Other benefits :

Please note that staff members are responsible for paying any income tax required by the local law.

The successful candidate will be subject to reference checks and the satisfactory completion of a probationary period of three months.

Candidates must have pre-existing right to live and work in Poland for the duration of the job offer in order to apply. The British Embassy does not sponsor work permits.

Staff recruited locally by the British Embassy in Warsaw are subject to Terms and Conditions of Service according to Polish employment law.

Visa / Passport requirements : Candidates must currently hold the independent right to live and work in Poland and be prepared to ensure that right remains throughout the scope of the contract. Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

Learning & Development : The British Embassy Warsaw offers a wide range of other development opportunities, including shadowing other teams, mentoring and interactive Learning and Development sessions, as supported by the wider FCDO training offer. (add in any other relevant information)

Working patterns : The British Embassy Warsaw has a strong commitment to work / life balance. Standard office hours are 8.30-16.30 with flexi-hours possibility within the opening hours 8.00-18.00. We also have mobile technology and offer hybrid working with remote working days to be agreed with Line Managers.