I'M HIRING: OFFICE MANAGER
Office Manager – Job Description and Person Specification
Employer: Rachel Gilmour MP, Tiverton and Minehead
Salary: In line with IPSA Pay Scales
Location: Office-Based, Tiverton.
Important: Successful application for this role is incumbent on the applicant passing a House of Commons Security Check, which includes a requirement for the applicant to have lived in the UK for at least 3 out of the last 5 years (rolling). Confirmation of appointment, if successful, will come after such a process has been concluded.
Job Description:
Key responsibilities:
Deal with security matters, keep abreast of security guidance, maintain the security system, liaise with external bodies as appropriate, along with Chief of Staff
Have final signoff on all relevant delegated areas from the MP, for example constituent correspondence, with the Chief of Staff
Identify training opportunities and ensure the office team maintain and develop knowledge of relevant legislation where appropriate
Lead and maintain a highly professional administrative support function for the MP’s office
Overall management of the Member's diary commitments, delegating tasks to others as appropriate
Plan the MPs internal communications and external stakeholder engagement and provide strategic advice on constituent matters on behalf of the MP where appropriate, with the Chief of Staff
Responsibility for managing all aspects of the budget, keeping the MP informed of all relevant financial matters and liaising with IPSA on office finance
Additional responsibilities:
Collate all required information from team members to present to the MP
Ensure the office is fully equipped
Exposure and management of complex cases
Horizon-scanning, anticipate what advice or action may be required; proactively identify problems and resolve them
Liaise with groups/personnel including at Westminster, within the constituency and the general public on the MP’s behalf as necessary
Manage the office team, ensuring accurate personnel records are kept and notifying IPSA of contractual changes as necessary
Provide high quality, efficient and effective support to the MP and interest groups as required
Providing support with ad hoc tasks as assigned by the Member of Parliament with regard to financial and diary management
Support and manage the recruitment of staff for the MP’s office
Take ownership of certain casework as required
There may be requirement for the role holder to work outside of the normal working hours, including attending events with the MP as required
Person Specification:
Experience
Customer Service - Essential
Policy and Political Work - Desirable
Managing a Database - Essential
Task and Performance Management - Essential
Working in a Team Environment - Essential
Leading a Team - Essential
Skills and Aptitudes
Proficiency with the full suite of Microsoft packages - Essential
First Class Written Communication - Essential
First Class Oral Communication - Essential
Time Management - Essential
Completer-Finisher Mentality - Essential
Stakeholder Management - Essential
Ability to identify trends and patterns - Essential
Ability to work within information governance laws and strict confidentiality - Essential
Diary Management - Essential
Line Management - Essential
Knowledge
Awareness of political landscape - Essential
Understanding of the NGO and Public Sector - Desirable
Knowledge of the challenges in a rural and disadvantaged community - Essential
Education, Qualifications and Training
NVQ Level 3 or equivalent/ higher in a related field - Essential
Grade 5/C or above in GCSE Maths and English - Essential
Training in or experience of data management Desirable
Training in or experience of Finance - Essential
Training in or experience of HR - Essential
Personal Qualities
Empathetic - Essential
Organised - Essential
Independent thinker - Desirable
Positive outlook - Desirable
Honest - Essential
Trustworthy - Essential
Confident - Essential
Self-starter - Essential
Leader - Desirable
Willingness to learn and grow skills/ competencies - Desirable
To apply for this role, please email rachel.gilmour.mp@parliament.uk to provide a CV (of no more than 2 sides of A4) and Cover Letter (of no more than 2 sides of A4) stating how you believe you meet the requirements of the role.
Please title your email "Application - Office Manager".
Applications will close at 5pm on Tuesday 30th September.
We will endeavour to contact all applicants regarding the role, and, should you be successful, interviews will take place in the week commencing 6th October, or week commencing 13th October, depending on availability. Interviews will be conducted online, although second round interviews may be conducted in person, should the panel choose to conduct such a process.
If you have any questions about the role, please email rhys.wallis@parliament.uk or message/call 07356087010 for an exploratory chat.