Job Description

Details

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Reference number

417123

Salary

26,995
The salary for this role starts at 26,995 per annum, this is negotiable based on skills, and expertise. In addition, there will be an annual LMA of 3,300 for London based candidates.




Benefits:




32 days annual leave, in addition to public holidays


3 days volunteering leave


Career average defined benefit pension scheme
A Civil Service Pension with an employer contribution of 28.97%
GBP

Job grade

Other
British Council Pay Band 6

Contract type

Permanent

Business area

Department: Estates and Facilities

Type of role

Administration / Corporate Support

Business Management and Improvement

Other

Working pattern

Full-time

Number of jobs available

1

Contents

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Location About the job Benefits Things you need to know Apply and further information

Location

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Location: UK offices in (London, Cardiff, Edinburgh, Belfast, and anyone on pre-existing homeworking contracts in the UK)

About the job

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Job summary

To lead administration processes for Global Estates and supporting Head of Business Management allowing them to fulfil their role in running Global Estates business as usual functions in an effective and efficient way. In particular, the postholder will be responsible for

Contract administrator for estates related managed services providers (MSP) e.g. furniture, regional architectural and/or mechanical & electrical services and core contracts for the global delivery of lease transactions, capital projects and Global Estates Facilities Management. Support Estates Portfolio Management with global portfolio and lease administration. Manage and improve Global Estates communication sites including the intranet and SharePoint. Role holder is expected to review/improve content on the intranet and SharePoint sites to reflect the team globally. Support Head of Business Management with financial management process and implement process improvement as required.

Job description

British Council Pay Band 6

Department:

Estates and Facilities

Location:

UK offices in (London, Cardiff, Edinburgh, Belfast, and anyone on pre-existing homeworking contracts in the UK)

Contract:

Indefinite Contract (permanent role)

Apply by:

24th July 2025 23:59 IST

Interview window:

01st week of Aug


The

salary

for this role starts at 26,995 per annum, this is negotiable based on skills, and expertise. In addition, there will be an annual LMA of 3,300 for London based candidates.


Benefits:

32 days annual leave, in addition to public holidays 3 days volunteering leave Career average defined benefit pension scheme


This role is open for applications from employees who are currently located and have the right to work in the UK The successful candidate will remain in their current location/entity


You must have the legal right to work in UK at the time of application as there is no relocation or sponsorship support.


British Council supports working in new ways such as hybrid working, subject to full approval by line management and conditional upon our ability to provide the appropriate level of service. This may not be appropriate for all roles but can be explored at interview.

Role purpose

To lead administration processes for Global Estates and supporting Head of Business Management allowing them to fulfil their role in running Global Estates business as usual functions in an effective and efficient way. In particular, the postholder will be responsible for

Contract administrator for estates related managed services providers (MSP) e.g. furniture, regional architectural and/or mechanical & electrical services and core contracts for the global delivery of lease transactions, capital projects and Global Estates Facilities Management. Support Estates Portfolio Management with global portfolio and lease administration. Manage and improve Global Estates communication sites including the intranet and SharePoint. Role holder is expected to review/improve content on the intranet and SharePoint sites to reflect the team globally. Support Head of Business Management with financial management process and implement process improvement as required.

Role Context

The British Council is the UK's international organisation for cultural relations and educational opportunities. We create friendly knowledge and understanding between the people of the UK and other countries. We do this by making a positive contribution to the UK and the countries we work with - changing lives by creating opportunities, building connections and engendering trust.


We work with over 100 countries across the world in the fields of arts and culture, English language, education and civil society. Each year we reach over 20 million people face-to-face and more than 500 million people online, via broadcasts and publications. Founded in 1934, we are a UK charity governed by Royal Charter and a UK public body.


The post is based within the Business Management team in Global Estates, a corporate services function within Finance. The core function is that of leading administrative support to the directorate, whether the acquisition or disposal of property and its management, as well as supporting head of business management to deliver a high-volume of work on a global basis.


The role requires a self-starter capable of working with a high degree of independence, putting in place systems and processes to ensure the effective functioning of the directorate.


Key Relationships


Internal

Director, Global Estates Procurement and Contracting Head, Business Management Global Estates Leadership Team SBU Heads Direct reports and their teams Executive Assistant to Director, Global Estates

External

Suppliers including Integral, JLL

Main responsibilities

Function Support

Support Head of Business Management with internal communication tools including maintaining and updating Global Estates SharePoint and intranet sites. Support any re-tender process reporting to the allocated Contract Manager, unless of a magnitude requiring specific resource. Manage, arrange and minute meetings. Coordinate and circulate associated documentation / links to documentation. Under guidance from Global Estates' Commercial Manager and Procurement, if required, coordinate tender documents (packs) and bid evaluations for tender invitation to potential suppliers. Maintain supplier Lots across framework. Maintain supplier dashboard (services, ranking). Obtain and circulate papers ahead of time, as necessary. Log actions and follow-up for responses. File associated documents, including variations etc. Manage commercial & contract Teams site and SharePoint repository. Lead administrator for Estates Portfolio Management ensuring effective coordination of reports by delivery partner managing distribution and stakeholder lists making additions/deletions as required. Create PowerPoint presentations, editing Word documents and Excel reports, for example to support Global Estate Leadership Team meetings or reporting, as required. Weekly diary management including scheduling and preparation for internal and external meetings and phone calls, as well as managing the Director's travel arrangements and schedule in EA's absence. Ad hoc duties for the senior team when needed.

Finance and Resource Management

Manage routine financial processes on SAP/My Procurement e.g. raise purchase orders, intercompany purchase orders requests etc in a timely manner. Communicate with relevant parties to ensure that correct WBS structures etc are set-up in a timely manner. Ensure all Works Orders, instruction mandates, etc. are recorded appropriately to track expenditure. Oversee, reconcile and process invoices. Liaise with local finance teams to ensure purchase orders are opened / closed appropriately. Assist Head of Business Management with routine SAP reports to review/reconcile expenditure across BAU transactions at Year-End process.

Relationship and Stakeholder Management

As and if required, support project lead(s) by managing the governance process, recording and independently following-up on actions to ensure timely completion of the necessary auditable documentation for specific groups of projects.

Role specific knowledge and experience

Minimum/essential

Demonstrable experience of supporting head of function to implement improvements to processes and communication tools. Knowledge and prior experience of supporting a busy directorate with financial processes including raising and reconciling purchase orders and supplier invoice management. Demonstrable experience of quickly creating and managing key relationships with all internal and external stakeholders and contacts, including senior managers. Demonstrable experience of working in a fast paced, commercially and politically sensitive environment. Knowledge and understanding of real estate and facilities management and delivery is beneficial.

Desirable

Experience of setting up Excel spreadsheets and creating reports for managers.

Qualifications

An undergraduate degree (NQF level 7) or equivalent professional experience is desirable

Language Requirements

The British Council systems and global processes operate in English. Written and verbal proficiency in English is required

Person specification

Na

Benefits

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Alongside your salary of 26,995, British Council contributes 7,820 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.
Varies on Role.

Things you need to know

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Selection process details

Interview



Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.
Successful candidates must meet the security requirements before they can be appointed. The level of security needed is security check .



See our vetting charter .
People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Medical

Successful candidates will be expected to have a medical.

Nationality requirements

This job is broadly open to the following groups:


UK nationals nationals of the Republic of Ireland nationals of Commonwealth countries who have the right to work in the UK nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS) individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020 Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service
Further information on nationality requirements

Working for the Civil Service

Please note this Post is NOT regulated by the Civil Service Commission.
The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

Diversity and Inclusion

The Civil Service is committed to attract, retain and invest in talent wherever it is found. To learn more please see the Civil Service People Plan and the Civil Service Diversity and Inclusion Strategy .

Apply and further information

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Once this job has closed, the job advert will no longer be available. You may want to save a copy for your records.

Contact point for applicants

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Job contact :

Name : AskHR@britishcouncil.org Email : AskHR@britishcouncil.org
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Recruitment team

* Email : general.enquiries@britishcouncil.og