The purpose of the British Embassy in Tokyo is to promote the British Government’s prosperity, security and consular interests in Japan. The consular section provides consular services and assistance to British nationals in Japan in line with the standards set out in our publication “Support for British Nationals Abroad: A Guide”. The jobholder will join a dynamic team in a challenging but rewarding front-facing role. They will help customers through some of the most difficult experiences of their lives.
Main Duties
- To offer consular assistance to distressed British nationals (BNs) in eastern Japan: The jobholder will lead on straightforward cases and help the Vice Consuls (VCs) with more complex assistance casework. Assistance work involves issues such as visiting detained BNs; supporting hospitalised BNs and victims of crime; and assisting bereaved next of kin in the event of a death. Cases can also include parental child abduction, mental illness, supporting victims of rape/sexual assault and other serious crime.
- To liaise with local authorities and conduct outreach to partner organisations: The jobholder will lead on liaising with central Ministries and local authorities, maintaining and building a network of contacts to help achieve objectives. They will conduct active outreach to civil society and other partner organisations to establish further sources of assistance for vulnerable BNs. They will also help the VCs organise visits, seminars and events to engage stakeholders on key areas of assistance policy. Each Pro-consul will lead on one category of policy (e.g. prison conditions; mental health; child welfare).
- To provide fee-bearing notarial and documentary services: The jobholders will process Emergency Travel Documents (ETDs) (and temporarily in 2014 Passport extensions); issue Certificates of No Impediment (CNIs) or affidavits for marriage applicants; prepare same-sex marriage and Civil Partnership registrations.
- To assist with Japan network crisis preparations: The jobholders will be members of the embassy’s consular crisis team, supporting the organisation of drills and exercises and becoming expert users of “Crisis Hub” IT system for collating information in a crisis. They will also assist the VCs with Honorary Consul policy and support as well as lead on one area of our consular crisis response (e.g. warden network, “Crisis Hub” champion, deployment team).
- To line manage one person: As the team grows there may be an opportunity to line manage an Honorary Consul.
Requirements
For many British nationals, the only contact they will ever have with an embassy will be through our consular services, often in times of great personal distress. As front-facing members of staff, the jobholder will need to have excellent communication skills and be able to deal with distressing situations in a sensitive, empathetic manner.
Candidates must meet the following requirements (which relate to experience and skills)-
- Previous customer service experience.
- Strong IT skills (including standard Microsoft Office programs);
- Upper intermediate Japanese Language skills (JLPT level 2 or equivalent), ability to conduct formal conversations with external Japanese stakeholders.
- Fluent in English (IELTS band 7 or TOEIC 875 points or above or equivalent). Ability to produce short, ad hoc informal translations from Japanese to English
The following experience or skills are highly desirable, but not essential:
- Experience of working under pressure with difficult or distressed people;
- Experience of working in a Japanese speaking environment;
- Experience of working in an English-speaking environment;
Candidates selected for interview may be required to undergo a written and a role based test in English and/or Japanese. The successful candidates must also be able to demonstrate the following competences at interview:
- Making Effective Decisions: Use sound judgement, evidence and knowledge to provide accurate, expert and professional advice. Make and record effective decisions following the appropriate decision making criteria, framework or guidance.
- Leading and Communicating: Approachable, empathetic and a good listener acting in a fair and respectful way in dealing with a diverse range of customers. Manage and engage people with honesty and integrity. Excellent oral communication skills, able to deliver difficult messages and manage expectations with sensitivity.
- Collaborating and Partnering: Work collaboratively, sharing information and building supportive and responsive relationships with colleagues and stakeholders; Maintain positive, professional and trusting working relationships with a wide range of people within and outside of the embassy; A good team player, flexible and willing to cover for others as team needs.
- Managing a Quality Service: Good self-management: Plan, organise and manage time and activities effectively to deliver a high quality and efficient service; able to plan activity following guidelines and prioritise effectively taking into account to fast-changing events. Actively seek information from customers to understand their needs while managing expectations of what can and cannot be done.
- Delivering at Pace: Work with energy and pace, using own knowledge and expertise to deliver on time and to standard; Maintain consistent performance, taking responsibility for the quality of own work.
- Demonstrating resilience: Consider how they manage themselves through challenges and setbacks, and develop as a result, bouncing back. Ask for support when needed.
Our Values
As part of the Foreign and Commonwealth Office (FCO) the Embassy aims for excellence by:
- Taking responsibility
- Encouraging innovation
- Working together
Our values support a vibrant culture where all staff takes on stretching responsibilities, where ideas thrive and the status quo can be fearlessly challenged. We work together effectively with all our partners to make a greater difference for the UK.
Benefit package includes:
- The job is being offered on a 1 year contract, subject to annual review
- Working hours: Monday to Friday, generally 0900-1730 with flexible working opportunities and -occasional out of hours working required
- Salary of JPY 323,000 per month with 1 month bonus equivalents paid in June and December (pro rata)
Note: Salary may be reduced due to tax status
- Commuting allowance of up to JPY35,000 per month (paid on an actual cost basis)
- 22 days paid annual leave rising to 24 days in 2015 (pro rata)
- Health insurance and Employee pension (kenko hoken /kosei nenkin)
- Employment Insurance (Koyou hoken)
- Excellent training and development opportunities
- Interviews will be held at the beginning of December.
To Apply
Please email your updated CV together with the completed application form, which can be downloaded from our website https://www.gov.uk/government/world/organisations/british-embassy-tokyo/about/recruitment , by 23 November 2014 to japan.recruitment@fco.gov.uk . Please clearly mark the position title and your name in the subject title of your email.
Please send your attachments using the following formats only .doc, .docx, pdf.
No accommodation or relocation expenses are payable in connection with this position. The applicant must have or be able to obtain work authorisation for Japan in order to apply however if a foreign national, the British Embassy/Consulate General will support a visa application if required.
Please note that incomplete applications will not be taken into consideration. Only shortlisted candidates will be contacted.
The British Embassy/Consulate General is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.
Staff recruited locally by the British Embassy/Consulate General in Tokyo are subject to Terms and Conditions of Service according to local employment law.
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