Office Administrator

Date: 04-Aug-2022

Location: Prague, European Union, CZ

Company: British Council

The British Council builds connections, understanding and trust between people in the UK and other countries through arts and culture, education and the English language.

 

We work in two ways – directly with individuals to transform their lives, and with governments and partners to make a bigger difference for the longer term, creating benefit for millions of people all over the world. We help young people to gain the skills, confidence and connections they are looking for to realise their potential and to participate in strong and inclusive communities. We support them to learn English, to get a high-quality education and to gain internationally recognised qualifications. Our work in arts and culture stimulates creative expression and exchange and nurtures creative enterprise. We connect the best of the UK with the world and the best of the world with the UK.

 

These connections lead to an understanding of each other's strengths and of the challenges and values that we share. This builds trust between people in the UK and other nations which endures even when official relations may be strained. We work on the ground in more than 100 countries. In 2019-20 we connected with 80 million people directly and with 791 million overall, including online and through our broadcasts and publications.

 

Department: Business Support

Contract type: Local standard, part time (60% ie 21 working hours per week, 5 days a week)

Payband: Local PB H

Starting date: as soon as possible

 

Role Purpose: The British Council in the Czech Republic has two centres, a medium-sized operation in Prague, focussed on teaching of English, delivery of UK qualifications and project work covering Education, Arts and Society, with approximately 28 contract staff and a further around 30 freelance teachers and an office in Brno with two staff members which is also supported by the Business Support Team based in Prague.

 

The Business Support team consists of an Office Manager and an Office Administrator who manage overall administration, technical support and premises-related tasks and co-ordinate necessary action with regional teams and colleagues within EU region. 

 

The Office Administrator is expected to provide effective and efficient administrative and limited technical support in order to achieve smooth, efficient and effective running of the operation, as well as to perform the Business support staff role in SAP. The job requires the ability to work successfully across the whole office, responding to needs of colleagues. This can require careful prioritising and handling and an ability to connect well with others and offer high levels of internal customer service.

 

Main Accountabilities:

Technical support:

  • Local assistance to provider of phone and Internet lines;
  • Maintenance of access security system (access cards), i.e. changes, fixing issues, dealing with supplier;
  • Care of all printers and toners, i.e. monitoring of supplies, ordering new toners, collection of old ones, changing toners, repairs, dealing with supplier;
  • To manage staff mobile phones;
  • To issue/replace/collect SIM cards to/from the British Council staff when joining/leaving.

 

Finance related administrative tasks:

  • Dealing with payments to vendors, cash journals, cash banking;
  • Invoice payments – making sure that every goods receipt invoice must be invoice receipted; scanning invoices for processing, stamping and filing of invoices;
  • To keep oversight of invoices related to back office and rental payments;
  • To deal with majority of issues regarding payments under the supervision of Senior Accountant and Office Manager.

 

Support of UK appointed staff:

  • To support UK appointed staff with accommodation requirements and contacting real estate agents;
  • To support UK appointed staff during their stay in the Czech Republic (dealing with landlords, reoccurring problems, registrations and payments to schools for UK appointed staff’s dependents etc);
  • To provide maintenance assistance and monitoring where required.

 

Premises and procurement management support:

  • To ensure the office cleaning is carried out to reflect our professional image;
  • To help with office stationery orders, purchasing and monitoring office supplies;
  • To organize maintenance of watercoolers;
  • To support the Office Manager and ensure Health and Safety requirements (Fire safety, safety of the premises (i.e. Close Circuit TV), Safeguarding and Child protection are adhered to.

 

Environmental Framework Tool:

  • To act as the Environmental Framework Tool country Coordinator;
  • To fulfil Environmental Framework standards; to communicate with Regional Environmental Framework Coordinator;
  • To discuss ‘green issues’ with colleagues;
  • To organize one to two events a year to promote environmental protection;
  • To monitor the carbon footprints at the British Council Prague.

 

Requirements:

Minimum/Essential: Excellent written and oral communication skills in English and Czech (Level C1); High school leaving exam or level equivalent; Proven experience working in office environment providing either administrative support and/or premises maintenance support; Excellent administrative and organisational skills; Proven experience with SAP or data management related to finance; Proficient user of MS Windows Office applications, especially Excel.

Desirable: Previous experience with following procurement procedures.

 

Closing Date: Sunday 21st August 2022 23:59 CET

 

 

 

A connected and trusted UK in a more connected and trusted world.

 

Equality Statement

 

The British Council is committed to a policy of equality and to valuing diversity and is keen to reflect the diversity of the societies in which we work at every level within the organisation. We welcome applications from all sections of the community. We aim to abide by and promote equality legislation by following both the letter and the spirit of it to avoid unjustified discrimination, recognising discrimination as a barrier to equality of opportunity, inclusion and human rights. All staff worldwide are required to ensure their behaviour is consistent with our policies. 


The British Council has Disability Confident Employer Status. We offer a guaranteed interview scheme for disabled applicants who meet the essential criteria for the role. Applicants are encouraged to highlight any specific requirements or adjustments needed to enable participation in the recruitment process.


The British Council is committed to safeguarding children, young people and adults who we work with.

 

We believe that all children and adults everywhere in the world deserve to live in safe environments and have the right to be protected from all forms of abuse, maltreatment and exploitation as set out in article 19, UNCRC (United Nations Convention on the Rights of the Child) 1989.

 

Appointment to positions where there is direct involvement with vulnerable groups will be dependent on thorough checks being completed; these will include qualification checks, reference checks, identity & criminal record checks in line with legal requirements and with the British Council’s Safeguarding policies for Adults and Children.

 

If you have any problems with your application please email askhr@britishcouncil.org

 

Please note: Applications to this role can only be considered when made through the Apply section of our careers website. Our ‘ASK HR’ email is only to be used in case of a technical issue encountered when applying through the careers website. Emails with supporting statements and CV/Resumes sent to this email address will not be reviewed and will be deleted.