Pro Consul

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, 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.

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.

The British Embassy Warsaw is committed to being an inclusive employer. We actively champion diversity and UK values, internally and externally. We value team working, flexibility, responsibility and creativity, as well as everyone’s contribution to making the Embassy a great place to work, where our people get good training and fulfil their potential.  We have a strong Learning and Development culture, organise regular in-house training opportunities, and encourage staff to take on the job opportunities for development.

The British Embassy in Poland is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking to recruit a Pro Consul.

We are looking for an independent, well organised and proactive Pro-Consul with prior experience in customer service for the Consular Section at the British Embassy in Warsaw. The job holder will be providing modern and efficient consular assistance and fee-bearing services to British Nationals in Poland and contribute to the delivery of regional consular business plan and the country business plan. We expect the candidate to participate in more strategic communication strategies and to use his/her lobbying and influencing skills with higher level stakeholders.

The job holder would furthermore be expected to contribute to wider Consular Network and Embassy objectives and to support its positive working environment and to actively participate in Learning & Development efforts.

The Consular team in Warsaw is part of the wider EuroAsia Consular region.

Roles and responsibilities:

Administration

• Managing online appointments booking system;
• Updating/maintaining the consular content on GOV.uk for Poland such as living in guides, prisoner pack, bereavement pack, informative notes in order to be able to signpost British Nationals to the relevant information; ensuring all information and lists provided are accurate and up to date;
• Organise and update consular information (Consular/Crisis Contact list, GRC information, Consular Hub);
• Handling of incoming mail, including (death) notifications and Lost/stolen/recovered passports;
• Printing and issuing Emergency Travel Documents, including working stock responsibilities;
• Administering Service of Process.

Notarial work and documentary services

• Preparing paperwork for all fee-bearing services according to latest guidance
• Signing fee-bearing services where applicable;
• Interviewing and issuing Affidavits.

Crisis

• Updating the consular elements of the Crisis Management Plan (CMP) and taking part in Post/Section crisis preparedness activities (CMP, Crisis Hub training; crisis exercises organised by partners);
• Assisting in Post preparation and response to large-scale events, responding to mass casualty incidents or crises (Crisis Field team officer and Deputy Consular Manager).

Corporate

• Participate in relevant corporate structures 1) as part of corporate responsibilities and 2) as part of personal development;
• To undertake other duties that may reasonably be required and which are in accordance with the grading and core competencies of the job;
• Participate in delivering the regional Business Plan as well as having strong interest in the Embassy Business Plan.

Other benefits and conditions of employment

This is a part-time position of 5 days (18.75 hours net per week) for 2 years with the possibility of renewal by mutual agreement. The gross salary is PLN 3,315 per month. The start date is 1 November 2021. Please note that staff members are responsible for paying any income tax required by the local law.

The annual leave entitlement is 20 or 26 days per year pro rata and the British Embassy Warsaw also enjoys a maximum of 14 Polish / UK public holidays per year.

The successful candidate will be subject to the Polish references check and 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.

Working patterns

BE Warsaw has a strong commitment to work/life balance. Office hours are 8:30 – 16:30, staff are encouraged to leave on time. Flexi-hours are also possible within the Embassy building’s opening hours (0800-1800). We have mobile technology and most staff in the team work from home one day a week in normal circumstances.

Foreseen working pattern for this part-time position: every weekday for half a day or 2.5 full days per week or 2-3 full days every second week, all to be agreed with the line manager.

Additional information  

Please note that the deadline for applications is 23:55 on 19 September 2021.

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered. Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen. Please be advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position.

Please be aware that you will only be able to apply to vacancies for Local Staff roles with the British Government through the official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

Essential qualifications, skills and experience

• Fluency in Polish and English (both oral and written, minimum C1 level*);
• Good communication, interpersonal and team working skills;
• Self motivated and able to work effectively and proactively without close supervision;
• IT skills, especially Office 365;
• Excellent organisational and time management skills;
• Ability to display a high level of discretion and responsibility.

Desirable qualifications, skills and experience

• Professional background in social work and/ or providing support to others would be an advantage;
• Customer service: previous experience in a customer facing role and ability to response to a wide range of customer needs;
• Good general knowledge of the Polish administrative system, including the justice system, laws and regulations, and social services;
• Flexibility, resilience, patience, and the ability to deal with difficult situations, including the ability to work unsocial hours in an emergency or crisis;
• Adaptability and a positive mindset towards change and working as part of a wider team;
• Higher education;
• Previous working experience in a similar role in an international environment is highly desirable.