Job Description
Main Purpose of Job:
The Japan Network consists of the British Embassy Tokyo and the British Consulate General Osaka. Corporate Services is the engine room of the Network, providing a broad range of essential services to support delivery of key UK Government objectives. These include but not limited to Protocol, Procurement, Finance, Safeguarding, Transport, HR, Estate, IT, Security, Health, Safety and Wellbeing. We provide services to around 200 staff from 7 government departments in Japan and provide the lead for Corporate Services policies across both posts in the Japan Network (the Embassy in Tokyo and the Consulate-General in Osaka).
The Information Management and Audit Officer will contribute to the establishment and enhancement of operations in the field of information management and data protection. This is a newly created role, intended to make effective use of new technologies and tools to effectively manage the information produced and held by the Japan Network, and find ways to educate and inform our internal audience using the data assets that we hold. In addition, they will collaborate with the Deputy Head of Corporate Services to promote internal controls for the Japan Network through various audit exercises, which are part of the core responsibilities of the Corporate Services team.
What the Jobholder will be Expected to Achieve:
Data Management (Deputy Information Management Officer)
・Support the Information Management Officer (IMO) in maintaining Records of Processing Activities under UK GDPR Article 30, identifying and mitigating personal data risks, and monitoring policy compliance.
・Assist the IMO with timely reporting of personal data incidents, provide guidance on incident response procedures, and support post-incident reviews.
・Promote best practices in handling and storing information in line with the Public Records Acts and Civil ・Service Code and support audits and implementation of local information management procedures.
・Coordination and management of the Japan Network SharePoint, Power Automate and Power BI tools and working with CoPilot agents.
・Support the Chair as Secretariat to relaunch the currently inactive Corporate Group, with the aim of implementing Knowledge and Information Management Services in collaboration with Post volunteers.
・Directly supporting Japan Network teams in managing their information assets and adhering to the FCDO records management policy.
Internal Controls
・Support fraud prevention and audit activities led by senior management, including monthly surprise checks, fraud risk analysis, internal audit coordination, and year-end audit support.
・Management of audit and risk management trackers.
・Collaborate with the newly appointed Fraud Liaison Officer at the Post to reduce fraud-related risks and implement effective countermeasures.
Other Corporate Areas
・The scope of responsibilities as a Corporate Services Officer is not limited to the above. For example, you may be assigned other corporate initiatives as needed, such as handling corporate negotiations for hotels and flights used by the Embassy.
・Additionally, when there are vacancies within the Corporate Operations team, during holiday seasons, or when visits or events arise that require coordination across the Japan Network, irregular task assignments may occur.
【応募〆切は10月22日(水)】
英国大使館求人サイト (
Essential qualifications, skills and experience:
・Information management skills – experience using a range of tools including SharePoint, Power Automate, Power BI, CoPilot agents, or equivalent
・IT business skills – confident in the use Microsoft Teams, Outlook, Word, Excel, and PowerPoint
・Advanced Communication skills in both Japanese and English. Whether by email, phone, or face-to-face
Desirable qualifications, skills and experience
・At least 1 year of experience working in an embassy or public sector organisation, or at least 3 years of corporate experience in companies with an international corporate culture
・Experience adhering to data protection rules and educating colleagues on good data management
Required behaviours
Changing and Improving, Communicating and Influencing, Delivering at Pace, Developing Self and Others, Seeing the Big Picture, Working Together
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