Office Manager

Report to:        

Cara Hunter MLA

Office Location: 

Primarily based in constituency office in East Derry constituency office, Coleraine. May include some constituency travel.

Hours:   20 hours per week, between hours of 9 to 5pm on days Monday – Friday

Holidays:  28 days plus public holidays

Salary:   NI Assembly Grade 2  

Duration:   Permanent, part-time.

Closing Date: 12/09/2024

JOB DESCRIPTION

Managing a busy constituency office for Cara Hunter MLA, providing an effective constituency service across the East Derry Constituency.

Duties

• Providing information/advice to constituents on a range of issues including housing, social security, health, education and other constituency matters.
• Working with constituents directly on individual cases, issues and constituency matters ensuring that casework is logged and dealt with sensitively and confidentially
• Monitoring progress of cases, ensuring all identified actions are taken.
• Ensuring efficient data and file management to comply with GDPR provisions.
• Taking responsibility for complex queries and complaints on Member’s behalf, including drafting letters for Member to sign.
• Maintaining up to date knowledge of relevant legislation, policy and local developments relevant to the East Derry constituency.
• Building relationships with all stakeholders in the constituency on behalf of Cara Hunter MLA.
• Attending surgeries, tribunals, meetings and conferences as appropriate.
• Maintaining office systems, processes and procedures including ordering stationery / office equipment and all Assembly Finance claims processing.
• Attending work related training and networking meetings to develop skills.
• Other duties as required in support of the MLA carrying out their Assembly and constituency duties.

Essential Criteria

Professional / Technical Qualifications:

• Five GCSEs / O’ Levels or Equivalent at Grade C or above, including English Language and Mathematics.
• Proficiency in the use of Microsoft Outlook, Word, and Excel packages.

Experience / Job Knowledge:

• Minimum two years’ experience working in an advice sector, or
• Minimum of two years’ experience working in a paid capacity in administration within an office environment.
• Experience of working with a range of stakeholders to achieve outcomes.
• Minimum one year’s experience of working with the public.
• Experience of handling sensitive and confidential information (both verbal and written) in line with relevant GDPR provisions.

Personal Qualities / Skills:

• Good punctuality.
• Excellent verbal communication skills, both in person and over the phone.
• Excellent written skills, including grammar, punctuation, and spelling.
• Flexible, innovative, and enthusiastic approach to work duties.
• Strong time management skills.
• Understanding of the SDLP objectives.

Circumstances:

• Able to work unsupervised and as a lone worker in the office when required.

Desirable Criteria

Professional / Technical Qualifications:

• Undergraduate degree in a relevant subject.
• ICT qualification.
• Customer Care qualification.

Experience / Job Knowledge:

• Experience working with an online database system.
• Direct line management experience.
• Campaigning experience, political or otherwise.
• Knowledge of the workings of the Northern Ireland Assembly.
• Experience dealing with government bodies.
• Experience of working in a team.
• Experience of managing complex cases or projects.
• Working knowledge of the benefits and social housing systems in Northern Ireland.
• Experience drafting press releases and social media content.

Personal Qualities / Skills:

• Ability to exercise duties with empathy and compassion.
• Ability to multi-task and prioritize workload.

Circumstances:

• Willingness to travel to meetings across the constituency.

Application Instructions:

Applicants must clearly demonstrate on their application form how they meet the criteria. All applicants will be required to provide copies of their qualifications at the interview if shortlisted. 

PLEASE APPLY BY EMAILING YOUR CV & COVER LETTER TO CARA.HUNTER@MLA.NIASSEMBLY.GOV.UK