Office
MSP Staff
Advertising Salary:
£25,778 - £29,013 with a progressive terms and conditions package

About The Role

Mercedes Villalba MSP is looking for a permanent Office Manager to join their team.

Location: Dundee Office - when restrictions allow (currently working from home)

Hours: 28 hours (4 days) per week

Salary: £25,778 - £29,013 with a progressive terms and conditions package

Working for and supporting Mercedes Villalba, MSP for North East Scotland Region

Are you an experienced multi-tasker used to working in a busy and varied environment? Do you thrive on organising and providing first-rate support to your Manager?  

We are looking for a highly-organised and effective Office Manager with integrity and commitment. You will be proactive, with a desire to learn new skills, and a willingness to take the initiative.

In this role you will manage office processes, and a small team of staff, liaising with constituents, helping to pull together the constituency newsletter and management reports. You will manage a busy inbox and diary, book travel, organise accommodation and manage expenses, alongside other responsibilities. The work will be varied and interesting and will support Mercedes to provide an excellent service for all constituents in the north-east Scotland region.

Mercedes Villalba, MSP, positively encourages applications from suitably experienced candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.

MSPs are employers in their own right. Applicants must be able to demonstrate that they meet all of the requirements set out below to be considered for interview for this role.
 

Job Role

  • Acting in a supervisory capacity for the team and oversight of the office
    • Managing staff and reviewing their performance
    • Overseeing staff wellbeing and health and safety

  • Organising diary commitments and preparing for all activities
    • Arranging constituent surgeries, meetings and travel
    • Arranging briefing papers and speeches
    • Communicating with parliamentary officials

  • Carrying out general office administration and acting as front of office for enquiries:
    • Responding to all incoming correspondence while professionally managing each enquiry within agreed timescales
    • Coordinating, tracking and monitoring the handling of enquiries and ensuring they are dealt with timely and professionally
    • Drafting written correspondence such as letters, requests for information and parliamentary questions and motions

  • Maintaining office records and compliance with data protection
    • Maintaining filing system and managing records
    • Ensuring compliance with data protection legislation and GDPR requirements.
    • Ensuring administrative and secretarial support is provided

  • Role breakdown with focus:
  • Office Management – 50%
  • Constituent Support – 15%
  • Directly supporting Mercedes – 35%

About You

You will:

  • Have excellent written and verbal communication skills
  • Have strong experience with MS Office, Sharepoint and Office 365, including spreadsheet pivot tables
  • Have accurate attention to detail
  • Be well organised with the ability to prioritise competing workloads
  • Be flexible and adaptable, able to use good judgement and work on own initiative
  • Have experience of managing staff with the ability to nurture and build effective teams
  • Be empathetic with the ability to build and maintain relationships with a variety of stakeholders
  • Be confident in managing budgets for staff resources and office provisions

The Selection Process

Please send a CV (2 pages maximum) and a covering letter (1 page maximum), for the attention of Mercedes Villalba MSP, by 23.59 on 23 January 2022.

It is anticipated that interviews will take place during week commencing 31 January 2022.