Office Administrator

British High Commission in India; New Delhi; On-site; INR 600,000 - 1,000,000; Full time

Job summary

The British High Commission in India is seeking a highly organised, proactive administrator to provide administrative and logistical support across the Private Office and Residence operation.

This role sits at the centre of a busy Private Office and is responsible for processes, records and practical arrangements that keep the office running effectively, including travel bookings, events administration, expenses and visits.

Qualifications

• Provide administrative, logistical and process support across the Private Office and Residence operation, ensuring tasks are completed accurately and on time.
• Lead administration of expenses, invoices, records management and event logistics for visits and engagements.
• Balance competing priorities, manage high volumes of tasks, and use digital tools to improve productivity.

Responsibilities

• Lead administration of HERA claims, expenses, gifts, Note Verbales, invoices and payments across Private Office and the Residence operation.
• Manage travel bookings, accommodation and practical logistics for the High Commissioner, Deputy High Commissioner and wider Private Office activity.
• Coordinate invitation administration and guest management processes for Residence events and official hospitality.
• Act as the Private Office lead for records and process management, including readouts, organograms, new arrivals and HR administration.
• Manage information and records, including Teams sites, filing systems and document management.
• Maintain agreed administrative trackers, databases, records and contact lists.
• Support visits, meetings, events and engagements through effective planning and practical coordination.
• Support inbox triage and administrative workflows during periods of high demand.
• Use AI and digital tools to support administrative delivery, information management and productivity.
• Manage competing priorities and ensure administrative tasks are completed accurately and on time.
• Provide administrative support and resilience across the wider Private Office and Residence teams.
• Undertake additional administrative and coordination tasks as required.

Job description

Job Description:

British High Commission in Ne Delhi is looking for a highly organised, efficient and proactive individual to provide administrative and logistical support across the Private Office and Residence operation.

This role sits at the centre of a busy Private Office and is responsible for many of the processes, records and practical arrangements that keep the office running effectively. The successful candidate will work across a wide range of activity, from travel bookings and events administration through to expenses, invoices, records management and support for visits and engagements.

Delivering at Pace

The Private Office and Residence operation handles a constant flow of requests, visits, travel, events and administrative activity. We are looking for somebody who enjoys working in a busy environment and can manage a large volume of work accurately and efficiently.

The successful candidate should be able to balance competing priorities, work through tasks quickly and maintain momentum across multiple workstreams at the same time. Good judgement, attention to detail and the ability to identify what needs doing first will be essential.

Ownership and Reliability

Many of the systems and processes that support the High Commissioner, Deputy High Commissioner, Private Office and Residence teams sit with this role. We are looking for someone who takes pride in delivering high-quality work, follows tasks through to completion and can be relied upon to keep things moving.

The successful candidate should be comfortable working independently, taking ownership of routine processes and knowing when to seek advice or escape issues.

Technology and AI

Technology is an increasingly important part of how we work. We are looking for somebody who is confident using digital tools and willing to embrace new technology, including AI, to help manage information, improve productivity and support administrative delivery.

The successful candidate should be curious, adaptable and comfortable learning new systems and ways of working.

We reserve the right to review, revise or amend the roles and responsibilities from time to time reflecting the changing needs of business.

Roles and responsibilities / what will the jobholder be expected to achieve:

Purpose

To provide administrative, logistical and process support across the Private Office and Residence operation, ensuring that agreed actions and practical processes are completed accurately, efficiently and on time.

Key Responsibilities

• Lead administration of HERA claims, expenses, gifts, Note Verbales, invoices and payments across Private Office and the Residence operation.
• Manage travel bookings, accommodation and practical logistics for the High Commissioner, Deputy High Commissioner and wider Private Office activity.
• Coordinate invitation administration and guest management processes for Residence events and official hospitality.
• Act as the Private Office lead for records and process management, including readouts, organograms, new arrivals and HR administration.
• Manage information and records, including Teams sites, filing systems and document management.
• Maintain agreed administrative trackers, databases, records and contact lists.
• Support visits, meetings, events and engagements through effective planning and practical coordination.
• Support inbox triage and administrative workflows during periods of high demand.
• Use AI and digital tools to support administrative delivery, information management and productivity.
• Manage competing priorities and ensure administrative tasks are completed accurately and on time.
• Provide administrative support and resilience across the wider Private Office and Residence teams.
• Undertake additional administrative and coordination tasks as required.