Agency	Department of Foreign Affairs and Trade
Location	Australian Embassy, Beijing
Title	Client Services Officer
Position number	BJ1-011
Classification	LE2
Section	Client Services
Reports to (title)	Client Services Manager
Status	Ongoing, Full-time
Gross Annual Salary	RMB97,248 (plus loading if applicable)
Commencement date	ASAP

 

About the Australian Government’s Department of Foreign Affairs and Trade

 

The role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high quality overseas aid program and helping Australian travellers and Australians overseas.

 

The Department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.

 

About the position

 

Client Services Section provides a range of services including managing telephone and reception enquiries, vehicle and facility bookings and managing mail and bag distributions. 

 

The key responsibilities of the position include, but are not limited to:

 

·         Provide switchboard and reception services, including answering incoming calls, assisting staff with local and international calls.

·         Maintain the telephone Directory; distribute updated telephone lists and ensure that the intranet contains only updated information

·         Log and report telephone faults

·         Answer direct contact inquiries at the service window and direct the clients to the relevant areas.

·         Manage incoming mail and newspapers, including managing the receipt and distribution of locally received mail and newspapers and ensure that the mailroom is clear and organized.

·         Liaise with front gate security and Security Manager to keep a record of mail and ensure the correct distribution and/or collection of registered mail.

·         Manage incoming and outgoing diplomatic bag, including liaising with airport, relevant department/companies for delivery, the packing and transport of the diplomatic bag in accordance with departmental policy

·         Administer facility booking, including ensuring regular bookings are scheduled every month, provide assistance to clients on facility booking procedures and ensure bookings are added to, and correct in, electronic records

·         Assist with Embassy access control, manage staff & residents’ photos, register security pass & key watcher request forms and liaise with PSA to create or delete a pass on the system.
Issue, record and control visitor passes for Embassy visitors

·         Monitor and control entry to the controlled area of the chancery ensuring that unauthorized persons are not admitted.

·         Report security incidents to the RSA in a timely manner.

·         Update the Embassy Unlock & Lock roster and record changes when required.

·         Manage residential ADSL requirements, liaise with Embassy Telecommunication Services Provider, set up internet for the embassy residents

·         Answer queries and resolves issues with residential apartment internet and phones

·         Register car bookings, and allocate cars in accordance with Embassy policies

·         Supervise drivers performance and report incidents promptly

·         Update DFAT vehicle records on a daily basis including data entry in relation to mileage, hours of operation, private hire activity and fuel consumption

·         Administer the maintenance of all DFAT vehicles ensuring that repairs are undertaken when necessary and routine servicing is carried out

·         Act as custodian of the DFAT vehicle fuel cards

·         Keep a clear and accurate record of the car maintenance, fuel cards and vehicle running records

·         Assist with office set up for high level visits, including preparing equipment list, liaising with hotel management and liaise with drivers for vehicle movement.

 

Selection Criteria

 

Applicants should address all five (5) of the selection criteria below, clearly outlining their claims and specific experience that makes them suitable for this position (maximum 300 word each criteria). 

1.      High level oral and written communication skills in English and Mandarin

2.      Well-developed interpersonal skills, including ability to work effectively in a small team

3.      Clients service experience or ability and a work ethic which is courteous, helpful and responsive.

4.      Demonstrated initiative and flexibility, organisational skills and the ability to set priorities.

5.      Well-developed computer skills (particularly Microsoft Word and Excel), including the ability to input data to computerised records/information systems, and produce reports as required.

 

What we offer

 

·                    A diverse and inclusive workplace and attractive remuneration package

·                    Exciting and fulfilling work in a diplomatic mission

·                    The opportunity to work with strong, smart, visionary and experienced leaders who encourage and support you to develop your skills.

 

 

 

PREPARING YOUR APPLICATION

 

Your application, written in English, should include:

1.      Curriculum Vitae (maximum 2 pages)

Please attach current curriculum vitae.

2.      Application for Locally Engaged Staff Employment - Complete Attachment A Attachment A

Locally engaged staff are employed by the local Australian mission on either an ongoing basis or short term (fixed term) temporary basis with mission specific terms and condition of employment. Please ensure that you have read the relevant terms and conditions of employment before submitting an application.  The Embassy’s Locally Engaged Staff Terms and Conditions of Employment can be requested via email to beijing.hrrecruitment@dfat.gov.au.

3.      Selection Criteria -  Complete Attachment B Attachment B

Applicants are required to address the selection criteria by completing Attachment A.  For each criterion, applicants should limit their response to 300 words.  Appendix 1 provides useful information on how to address the selection criteria.  Applications that do not address the selection criteria will not be considered.

 

Please email your application to beijing.hrrecruitment@dfat.gov.au before 17:00 on Friday, 14 December 2018.  Applications received after the closing date and time will not be considered. 

 

For further information about this position, please contact beijing.hrrecruitment@dfat.gov.au.

 

Please note that only applicants short-listed for interview will receive a written reply. If you have not received any communication from the Human Resources Section of the Australian Embassy within four weeks after the close of application, please consider your application unsuccessful. Thank you for your understanding and your interest in working at the Australian Embassy in Beijing.

澳大利亚驻华大使馆

地址：北京东直门外大街21号。

邮编：100600。

电话：(010) 5140 4111。

传真：(010) 5140 4162 (移民处) 。

(010) 5140 4292 (领事和行政处) 。

(010) 5140 4230 (新闻和文化处)。

网址：www.china.embassy.gov.au。

签证处

电话：(010) 5140 4424。

传真：(010) 5140 4164 。

电子邮箱：immigration.beijing@dfat.gov.au。