Closing Date: 23 January 2025
Job Title: Office Manager
Working For: Apsana Begum MP
Location: London
Salary: In line with IPSA Pay Scales, £35,447 – £56,047.
Length of Contract: Permanent
Job Details
Apsana Begum MP is looking to recruit an experienced Office Manager. The postholder will be required to deputise for her and will have line management responsibility. This is a full-time and permanent role based in her constituency office.
Key responsibilities
HR, Payroll & Finance
- Manage and lead the office team, undertake 1-to-1s and ensure staff wellbeing.
- Keep accurate personnel records & notify IPSA of changes.
- Review & deliver budgets liaising with IPSA.
- Manage the recruitment & retention of staff, identify training needs & create development plans.
- Ensure the budget & office environment centres and supports the MP’s needs and priorities.
Administration
- Maintain a highly professional administrative support including of office systems, trackers, processes & manuals.
- Proficient use Microsoft Office including Teams, Excel, Outlook & SharePoint.
- Overall management of the MP’s diary, delegating as appropriate.
- Ensure the office is fully equipped.
- Hold & process data and information confidentially, in line with GDPR.
Security
- Lead on security matters for the MP & office & enhance protocols.
- Liaise with external bodies.
- Keep abreast of security guidance & disseminate information within the office.
Constituency and stakeholder management
- Horizon-scanning & problem-solving.
- Deliver external stakeholder engagement on behalf of the MP.
- Liaise with interest groups within the constituency and the public with professionalism, care and integrity, including people from diverse backgrounds & without English as a first language.
Casework management
- Lead casework meetings & oversee surgeries.
- Take ownership of certain complex & sensitive casework.
Characteristics and Skills
Essential
- Experience as a business, non-profit, or MP office manager, including use of HR & payroll CRM systems
- Strong commitment to social justice
- Thrives leading teams in a fast-paced environment
- Working at the constituency office & flexibly outside of the normal working hours
Desired
- Chartered CMI, CIPD, project management certification or equivalent
- Accounting skills
- Experience of Caseworker.MP
Person Specification:
Experience, Skills and Knowledge
Analysing
Applying Expertise
Has expertise in a relevant area that they apply to the role. Keeps up to date in their field of expertise. Is credible in their expertise.
Writing and Reporting
Creates written documents sufficiently, with few mistakes. Creates reports to present findings. Creates all written documents to suit the audience and in the most suitable format with accessible information.
Delivering
Following Policies and Procedures
Follows and understands policies, procedures, and legal obligations. Keeps others in line with policies and procedures. Understands the implications of breaching policies and procedures.
Delivering Results and Meeting Customer Expectations
Manages expectations of customers. Deals with challenging customers. Meets deadlines and brings results. Assesses outcomes and learns from issues.
Planning and Organising
Can prioritise workloads. Can meet deadlines. Can organise their work self-sufficiently. Can organise others. Can plan ahead to ensure work or projects are completed, taking into consideration potential changes.
Interacting
Relating and Networking
Can maintain networks which will assist in completing their role. Can develop new networks and relationships to benefit the office and work carried out. Networks and builds relationships professionally.
Leadership
Deciding and Initiating Action
Makes prompt decisions when necessary. Makes informed decisions, considering risks. Drives action to be taken and takes responsibility for it and their decisions.
Leading and Supervising
Line manages an individual by leading by example and supervising them appropriately. Delegates work appropriately. Recruits suitable staff.
People
Working with People
Interacts with a range of people suitably, adapting their behaviour appropriately. Communicates well and understands people’s individual needs and supports as appropriate.
Learning and Researching
Undertakes research to understand issues or topics. Is open to learning and developing and using research to support this. Can undertake different research methods as appropriate.
Conceptualising
Strategic Thinking
Thinks strategically. Creates strategy to support business objectives and success.
Closing Date: 23 January 2025
Interview/Start Dates
Interviews: Interviews are expected to take place on the w/c 27th January and will involve written tasks.
Start Date: As soon as possible after interviews, to be agreed with the successful candidate.
Application Details
Applicants must submit a CV and a Cover letter stating how your experience aligns with the job description & Person Specification (see website).
These must be sent to apsana.begum.mp@parliament.uk with the subject: “2025 Office Manager–Full Name”.
At the interview, we will ask you a set of competency questions & role specific questions solely based on the Person Specification. Answers should be given with the STAR method.
If you require any additional support to be made during the recruitment process on account of a disability, please contact apsana.begum.mp@parliament.uk.
Upon appointment you will be required to undertake pre-employment checks including providing the Right to Work in the UK documentation and completing security clearance, undertaken by the Security Vetting and Pass Office. See Members’ Staff Security Clearance page for further info. MPs generally pay staff in accordance with IPSA guidelines.