Residence Manager

Job Description (Roles and Responsibilities)

The British Embassy in Spain is part of a world-wide network, representing British political, economic and consular interests overseas and is looking to recruit a Residence Manager for the British Ambassador’s Residence, in Puerta de Hierro, Madrid.

The Residence is a substantial and elegant property and has been home to British Ambassadors for over 40 years. It supports the work of the British Diplomatic Network in Spain in furthering UK government interests and policy objectives, building and maintaining a network of senior and influential contacts and showcasing the UK. It is used to host a wide range of events for top level Spanish politicians, business people, cultural leaders and others, delivering in a wide range of formats from small dinners through to the annual Queen’s Birthday Party reception with hundreds of guests. It also provides accommodation for official visitors.

**Roles and responsibilities**:
The core of the role is to ensure the smooth running of the Residence both as a venue for official events (meals, receptions, meetings, etc) and as a family home, delivering to the highest standards of efficiency, sustainability, accuracy and value for money. With that, there are three main areas of responsibility:
**Residence**
- Ensure effective delivery and maintenance of all residence property and services, including management of the cellar and inventories of silverware, glassware, crockery, linen, Government Art Collection, furniture, and domestic equipment.
- Ensure the highest standards of cleanliness, hygiene and presentation at all times.
- Ensure the Residence and grounds are kept in optimal repair: identify and report repair/improvement work, oversee repairs and maintenance jobs for the Residence and grounds, and liaise with Corporate Services, and the Ambassador/their spouse to ensure contractor access to the Residence at convenient times.
- Manage relevant accounts and purchasing for the Residence, including supplier liaison, quote management, etc, and monitor Residence expenditure. Account for pre-approved credit card expenditure in a timely manner.
- Liaise with the security guards and security team to ensure effective security of the Residence and grounds is maintained at all times.

**Events**
- Responsible for oversight, preparation and delivery of official events at the Ambassador’s Residence, in close consultation with the Ambassador and their spouse, the events team and other relevant Embassy colleagues. This includes but is not limited to, planning table and flower arrangements, room layout, hiring equipment (eg marquee, audio visual, lighting, heating), and hiring casual event staff, who work under the Residence Manager’s supervision including set-up, silver service where appropriate, and post-event clear up and cleaning.
- In conjunction with the relevant Embassy colleagues, ensure the Residence and all events comply with all necessary Health and Safety rules, including the latest Covid and wider Embassy guidance. Work with outside companies and individuals to ensure they fully understand and comply with such rules and guidance.
- Co-ordinate arrangements for all official visitors staying at the Residence, ensuring that rooms are prepared for overnight guests, and the highest levels of service are provided, and that all visitors receive a warm welcome and are made to feel comfortable and at home.
- Purchase supplies for events according to FCDO procurement guidance, and purchase and manage stocks for the Residence (eg cleaning items, fuel, pantry stocks), ensuring value for money. Work with the chef to ensure stocks and supplies are regularly reviewed, and supervise deliveries where needed.

**Staff**
- Lead and manage a team of 5 permanent residence staff, and when required casual event staff, providing support and direction as necessary. Ensure that Residence staff receive adequate and regular training to undertake their duties. Manage staff performance and complete annual appraisals on time and to prescribed standards.
- Ensure effective deployment of staff resources, clear forward planning, and flexible delivery in line with operational requirements, including management of TOIL to avoid accumulation.
- The Residence Manager will be expected to undertake other duties that may reasonably be required and which are in accordance with the grading and core competencies of the job.

Essential qualifications, skills and experience
- Proficient user in both written and spoken English and Spanish (C1 level according to the Common European Framework of Reference for Languages*);
- Experience in running and working in a diplomatic residence, or luxury hotel or restaurant setting, including silver service or private residence with a strong customer focus and focus on excellence, as well as financial and personnel resource management.
- Confident, discreet, trustworthy, adaptable self-starter able to work effectively without sup