Head of Office in Guildford

Zöe Franklin is seeking a full time Head of Office to join her team and take the lead in managing her constituency and Westminster offices. This is an exciting role with no two days the same and would suit someone who is adaptable, flexible and keen to exercise their management experience.,

• Lead and maintain a highly professional administrative support function for the MP's office.
• Manage the office team, ensuring accurate personnel records are kept and notifying IPSA of contractual changes as necessary.
• Support and manage the recruitment of staff for the MP's office
• Identify training opportunities and ensure the office team maintain and develop knowledge of relevant legislation where appropriate
• Responsibility for managing all aspects of the budget, keeping the MP informed of all relevant financial matters and liaising with IPSA on office finance
• Have final sign-off on all relevant delegated areas from the MP, for example constituent correspondence, HR, IT and Security.
• Day-to-day management of the Member's inbox and diary commitments, delegating tasks to others as appropriate
• Horizon-scanning, anticipate what advice or action may be required; proactively identify problems and resolve them
• Liaise with groups/personnel including at Westminster, within the constituency and the general public on the MP's behalf as necessary
• Assist with arrangements for events - this may include venue research and bookings; compiling and managing guest-lists; liaising with suppliers; and providing on-the-day event support as required.
• Handle administrative arrangements for meetings with members of the public/MP surgeries.
• There may be requirement for the role holder to work outside of the normal working hours, including attending events with the MP as required
• Ensure the office is fully equipped
• Respond to enquiries by telephone, email, and social media, passing on queries to another team members/MP as appropriate.
• Key holder for Guildford office
  A good awareness of the issues facing the residents of the Guildford constituency.
• Strong organisation and time management skills
• Effective written and verbal communication skills
• Strong interpersonal skills and ability to work within a sensitive and public-facing role
• Experience of working with Office 365 and devising effective processes using these tools.
• Proven track record of managing a small team
• Ability to work under pressure and to short / rapidly changing deadlines

Desirable

• Experience of managing budgets
• Familiarity with casework
• Sympathy with Liberal Democrat values
• Access to a car which can be used for work purposes and a full UK driving licence
  A CV (no more than two pages), with full employment history, and including a telephone number and email address
• A covering letter (no more than one side of A4) setting out why you want the job and how your experience and skills are relevant to it

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