Office Manager for Pam Duncan-Glancy MSP

Hours: 28 hours per week

Salary: £38,000 per annum, pro rata

Location: Glasgow

Responsibilities

• Acting in a supervisory capacity for the team and oversight of office maintenance.
  • Managing office budget in line with Members Expenses Scheme, Allowances Office and People and Culture Group.
  • Managing constituency accounts, premises and equipment.
  • Managing staff and reviewing their performance.
  • Collate all required information from team members to present to the MSP
  • Overseeing health and safety and staff wellbeing.
  • Acting as a support to me as (e.g. Committee Convener, Party Spokesperson or Business Manager).
• Organising diary commitments and preparing for all activities.
  • Arranging surgeries, meetings and travel.
  • Plan the MSPs internal communications and external stakeholder engagement and provide strategic advice on constituent matters on behalf of the MSP where appropriate
  • Overall management of the Member's diary commitments, delegating tasks to others as appropriate
  • Arranging briefing papers and speeches.
  • Communicating with parliamentary officials.
  • Have final signoff on all relevant delegated areas from the MSP, for example constituent
  • correspondence
  • Support and manage the recruitment of staff for the MSP’s office
  • Representing on my behalf as and when required.
• 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.
  • Horizon-scanning, anticipate what advice or action may be required; proactively identify problems and resolve them
  • Coordinating, tracking and monitoring the handling of enquiries and ensuring they are dealt with timely and professionally.
  • Deal with security matters, keep abreast of security guidance, maintain the security system
  • Ensure the office is fully equipped
  • 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.

Requirements

• Have excellent written, verbal and IT skills with accurate attention to detail.
• 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.
• Have a flexible and adaptable approach, being able to use good judgement and work on own initiative.
• There may be requirement for the role holder to work outside of the normal working hours including attending events with the MSP as required
• Be well organised with the ability to prioritise competing workloads.

For any questions about the role please contact: [email protected]

To apply, click on "send CV" and upload your CV and supporting statement as one document. When you've clicked "send CV" use the text box to provide wording for the cover email. Your supporting statement should outline how you meet the requirements detailed above for this role. Applications that do not include a supporting statement may not be considered.  

If you are experiencing any issues with the applications process, please send your CV and supporting statement directly to: [email protected]

Closing Date: Friday 27 September 2024 at 12pm.