Front of House & Admin Assistant

British Council İngiltere Büyükelçiliği Kültür Mü.

İŞ TANIMI

• Front of Office Administration
  • Telephone, email and mail enquiries answered according to the CS standards in line with the Global Customer Services Policy and Framework for both offices in Istanbul.
  • Delivery of reception/concierge services in accordance with the British Council’s policies, and to comply with relevant legislation on, health and safety, fire and security and risk management.
  • Maintain documentation relevant to the reception services function so that this is up to date, appropriate and readily available to customers and stakeholders.
  • Carry out routine financial transaction processing on FABS/SAP and relevant Year End procedures for processing journals, pre-payments and accruals as required, appropriate to job role and level of responsibility and in accordance with British Council corporate financial procedures.
  • To deliver and prioritise as appropriate the front of house security duties at the British Council Istanbul. Ensure provision of advice to visitors on the use of their security passes and check that visitors are made aware of relevant emergency and security procedures.
  • To liaise with the line manager and Maya Akar Center building management regarding security issues.
  • Staff and premises contact information kept up-to-date on BC Internet, local Intranet and in BCP files and annexes.

• Administrative andoperational duties
  • Acting as first point of contact and a business partner for teams in Maya office, acting on information received and, where appropriate, adapting services accordingly with the agreement of the line manager.
  • Support line manager in aligning services at the same standards at both offices in Istanbul.
  • Ensure smooth day-to-day information and document flow between two offices in Istanbul, and to/from Ankara office.
  • Support Corporate Services Team in maintaining integration and togetherness of offices and teams in Istanbul and Ankara.
  • Handling the day to day tasks for running of the Maya office, providing administrative support to the line manager in managing a range of services, ensuring the smooth running of Smart Working practices, maintenance of the office, equipment, assets, inventory, internal and external storage and archiving in order to provide a safe, and efficient working environment for teams.
  • Working with the Corporate Services Coordinator to ensure that Maya office meets Health & Safety standards.
  • Assist with administrative work for UK-appointed expatriate posts based in Maya office.
  • Assist line manager in planning and managing the Maya office overhead budgets; provide input and escalate diversions from standard.
  • Support line manager in introducing and implementing corporate initiatives at Maya office.
  • Operating Maya office petty cash float in accordance with the corporate regulations.
  • Provide support to IT Manager for day to day tasks being back-up tape handling; monitoring server room for abnormalities such as door security, power supply and warning signals; assist staff with IT pool usage.

• Maintain excellent relations with external and internal customers.
• Maya Akar Centre building management, security and maintenance teams.
• Internal Corporate Services teams (Customer Services, IT, Marketing & Communications, Finance, HR).
• Service providers (relocation/cleaning/maintenance companies and landlords)
• Hotels and travel agencies.

• The post requires punctual and continuous attendance to the office within working hours.
• Some overtime in peak times.

 
Person Specification 
 

Behaviours

• Connecting with others
• Working together
• Being accountable
• Making it happen
• Creating shared purpose
• Shaping the future

• Customer Services: Controls the interaction with the customer.  Listens effectively and uses questioning skills to clarify customer needs. Delivers excellent service at all points of contact.
• Service Improvement: Evidence of quality management skills, and of having managed a service delivery function so as to deliver improvements in service quality to customers and users.
• Multi-functional working: Demonstrable previous experience of delivering good results at a mix of different functions or delivering different services.
• Medium command of Corporate Information Technologies.
• Language competency: Excellent level of written and spoken English and Turkish.

• The position will be based in Istanbul.
• This is a fixed term position for two years
• Monthly gross base salary: J band – 2330-TL (gross) per month.
• The post is open to the citizens of Republic of Turkey or residents who hold the necessary work and residence permits.