PDF version - United Kingdom Parliament

The Office of
Employee Name
Job Title
Reporting to
Main Purpose
Staff Responsibilities
OFFICE MANAGER
JOB DESCRIPTION
MANAGEMENT OF CONSTITUENCY OFFICE
MP
Key Tasks
• Managing the office, overseeing budgets, and monitoring all incoming correspondence and
telephone enquiries; ensuring all office correspondence and enquiries are dealt with quickly,
effectively and courteously by all employees; dealing with complex queries and complaints on the
Member’s behalf.
Key Responsibilities
• Overall management of the office including:
- Overseeing the budget for the office including Expenditure under the MP’s Expenses
Scheme, monitoring office expenditure, paying bills and invoices; providing forecast of spend
and estimates when required; keeping records of all transactions.
- Ensuring the operation of the office is within the allocated budget and the Member is kept
informed of all financial matters.
- Ensuring a full range of secretarial and administrative support, including: telephone and
visitor enquiries, responding to e.mail and letters, efficient data and file management.
- The daily supervision of staff including: delegating work to others, handling grievance,
disciplinary and performance issues in the first instance and monitoring staff performance.
- Dealing with personnel and staffing issues. Ensuring accurate personnel records are kept on
employees e.g. up to date contracts of employment and job descriptions, salary details,
hours of work (including: attendance, annual leave, sickness absence), grievance and
disciplinary. Ensuring that the IPSA is notified when necessary.
- Ensuring the office is fully equipped and office supplies are maintained.
• To manage Member’s Diary commitments, with overall control of Constituency commitments.
• To liaise on behalf of the Member with relevant groups/personnel at Westminster and within the
Constituency, including liaison with outside organisations and the general public.
• Provision of secretarial services to special interest groups as required by Member.
• To ensure queries from constituents are dealt with in a sensitive and confidential manner and all
records are kept or destroyed in accordance with data protection principles.
• Communicating effectively with both internal and external contacts.
Competent use of IT including Microsoft Office package, email and internet to: draft
correspondence and reports; set up and maintain spreadsheets and undertake research.
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