Office Manager for Mercedes Villalba MSP

The Scottish Parliament

Posted

Full Time Permanent Contact: Mercedes Villalba MSP

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 Office
  • Managing constituency accounts, premises and equipment
  • Managing staff and reviewing their performance
  • Overseeing health and safety and staff wellbeing
  • Acting as a support to me as a member of the Rural Affairs, Islands and Natural Environment Committee and deputy party spokesperson on Biodiversity and the Environment

Organising diary commitments and preparing for all activities

  • Arranging surgeries, meetings and travel
  • Arranging briefing papers and speeches
  • Communicating with parliamentary officials
  • Representing on my behalf as and when required
  • Developing creative new engagement methods for social media accounts

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

Requirements

You will:

  • 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
  • Be well organised with the ability to prioritise competing workload

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