JOB VACANCY: Constituency Office Manager

Job title: Constituency Office Manager

Working for: Josh Dean MP (Hertford and Stortford)

Location: The constituency office in Bishops Stortford, with the possibility of 1 day per week working remotely. However, Fridays must be worked in the office (apart from annual leave).

Salary: In line with IPSA pay scales (£35,447 - £57,728)

Length of contract: 1 year fixed-term in the first instance with possibility of permanent contract; with 6 probationary period. Flexible working options will be considered.

Closing date: 12 midday on Tuesday 20 May 2025.

Interview process: In-person interviews will take place in Bishops Stortford, on Wednesday 28 May and Thursday 29 May 2025.

Candidates will be notified of whether they are being invited to interview by the morning of Thursday 22 May 2025.

Job Details

Josh Dean MP, the MP for Hertford and Stortford, is seeking an organised and efficient Constituency Office Manager to ensure the highest level of service for his constituents.

While Josh is in Parliament, you and your team will be the first point of contact for local individuals and organisations, triaging their requests and ensuring they are dealt with empathetically and professionally. Working with the two Caseworkers, as well as staff in the Westminster team, you will ensure that the large volume of correspondence is managed efficiently and effectively, setting and monitoring key KPIs. Working in partnership with the team, you will ensure that local issues and potential campaigns are identified, using all the tools at an MP's disposal to resolve them.

You will be used to managing a busy diary in a fast-moving environment, having to adjust to changing priorities and able to find solutions at short notice. Liaising with both local and national bodies, you will be confident and professional and, ideally, able to spot and manage potentially difficult situations and conversations.

With a clean driving licence and access to a car, you will ensure that Josh can attend the many different events across his constituency, accompanying him and ensuring accurate notes and follow-up are provided. Liaising with colleagues in the team, you will ensure that they have what they need to publicise and promote his activities.

Your excellent administrative and organisational skills will ensure that Josh is kept up to date with all constituency matters, collating information for his weekly folder and using your judgement to escalate urgent matters when necessary. You will also be trusted to manage the overall office budget, line-manage the constituency team, and provide administrative support for all HR matters.

This position would suit someone who is used to managing competing priorities and a varied workload. No two days are the same in a constituency office. The work is both interesting and rewarding; however, it requires stamina and flexibility, given the large and demanding workload.

Key responsibilities

STRATEGIC

• In conjunction with the Senior Parliamentary Assistant, create and oversee an ongoing plan of the MP’s work programme.

• Horizon-scan, anticipating what advice or action may be required; proactively identify problems and resolve them.

  
  

CONSTITUENCY DIARY AND EVENTS

• Manage the stakeholder database and ensure there is an ongoing plan for meeting local stakeholders.

• Manage the constituency element of the MP's diary, including creating briefings for meetings/ visits.

• Drive the MP to and from constituency meetings and events, ensuring he keeps to schedule and is fully briefed.

• Take notes at constituency events and meetings, logging actions and ensuring follow-up.
  

CONSTITUENCY ISSUES AND ENQUIRIES

• Respond professionally, sensitively, confidentially and with integrity to routine correspondence and enquiries by email, telephone, social media and face to face from constituents and other local stakeholders.

• Ensure that the team responds efficiently to enquiries from local media.

• Liaise with groups/personnel including at Westminster, within the constituency and the general public on the MP’s behalf as necessary.

• Co-ordinate campaigns on local issues.

ADMINISTRATIVE

• Prepare the MP’s weekly folder of constituency matters.

• Lead and maintain a highly professional administrative support function for the MP’s constituency office, creating and maintaining systems as appropriate.

• Ensure records are kept and information managed confidentially and in line with data protection legislation.

• Manage projects, as required.

HR

• Manage the constituency office team, holding regular one-to-one meetings and an annual development review for each member of staff.

• Support the recruitment process for all roles in the MP’s team, providing administrative support throughout.

• Work in partnership with any relevant line managers, ensuring accurate personnel records are kept for all staff and notifying IPSA of contractual changes as necessary.

• Work in partnership with any relevant line managers, identifying training opportunities for all staff and ensuring the team maintain and develop knowledge of relevant legislation where appropriate

FINANCE AND IT

• Responsibility for managing all aspects of the budget, keeping the MP informed of all relevant financial matters and liaising with IPSA and Parliamentary IT about finance and IT matters.

SECURITY

• Deal with security matters, keep abreast of security guidance, maintain the security system, liaise with external bodies as appropriate

OTHER

• There may be a requirement for the role holder to work outside of the normal working hours, including attending events with the MP as required.

Essential requirements

• Experience of managing a team, budgets and projects.

• Experience of working with senior stakeholders.

• Experience of working in a fast-moving environment, managing competing priorities.

• Excellent communication skills.

• High level of IT literacy.

• Full clean driving licence and access to a car.

Desirable requirements

• Knowledge of the constituency.

• Experience of working in politics.

• Experience of supporting a senior manager.

Application details

Please send a CV and covering letter (explaining in no more than 2 sides of A4 your interest and suitability for this role) to: nikki.belfield@parliament.uk

If you would like to discuss the role informally before applying, please contact Nikki on the email above.