PDF version - United Kingdom Parliament

JOB DESCRIPTION
The Office of
Employee Name
Job Title
Reporting to
Main Purpose
Staff Responsibilities
JUNIOR SECRETARY
PROVISION OF SECRETARIAL SUPPORT
MP
Key Tasks
• Provide secretarial and administrative support to ensure the smooth running of the constituency
and/or Westminster office.
Key Responsibilities
• To provide a full range of IT, secretarial and administrative support using Microsoft Office
package, e.mail and internet; including;
- Deal with and monitoring all incoming telephone and visitor enquiries, responding to e.mails
and letters, efficient data and file management. Opening and dispatching mail.
- Deal with some matters on the Member’s behalf, and escalating others; including drafting and
signing letters on various issues on the Member’s behalf.
- Provide administrative support to Member in relation to the MPs’ Expenses Scheme.
- Keep records of client contact.
- Undertake photocopying, scanning and formatting of documents.
- Ensure office records are kept and an efficient filing system is in place and up to date.
- Manage the Member’s Diary Commitments and Constituency commitments.
- Deal with any external suppliers, orders and simple queries.
- Other duties as and when required ‐ arranging internal meetings by maintaining the shared
calendar, assisting with the work of other colleagues as required and communicating
appropriately with internal and external contacts.
- Adhere to the Data Protection Act principles and respect the confidentiality of data at all
times.
- May liaise on behalf of Member with relevant groups/personnel at Westminster and within
the Constituency, including liaison with outside organisations and the general public.
- May also provide secretariat support to special interest groups.
- May also provide budget management support.
Any other duties related to the post and appropriate to the pay band as directed and agreed by the
Member.
Member Signature
Once completed and signed, please give
one copy to the employee, retain one
copy for your records and send a copy to
the IPSA.