Job Description Tool
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Administration and Communications Officer
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Chief of staff
Executive Assistant
Executive Office Manager
Executive Officer
Office Manager
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Senior Administrative Officer
Senior Executive Officer
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MP Representative
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Intern
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Office Manager/Senior Parliamentary Assistant
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Caseworker
Communications Officer
Constituency Assistant
Constituency Communications Manager
Constituency Support Manager
Constituency Support Officer
Press Officer
Senior Casework Team Leader/Manager
Senior Caseworker
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Senior Communications Officer
Senior Press Officer
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Parliamentary Assistant
Policy Assistant
Research Manager
Research Officer
Researcher
Senior Parliamentary Assistant
Senior Policy Researcher
Senior Researcher
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Role Description
Responsibilities - A1
Key responsibilities
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Assist in the compilation of briefing packs
Assist in the updating of social media on request
Assist in the writing of speeches
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
Database management using office software (e.g. Microsoft Office) to handle administrative cases
Diary Management
Efficient data and file management to ensure the office complies with the data protection legislation
Engage professionally, confidentially and with care and integrity with members of the public, through a variety of methods
Exposure to complex cases
Handling administrative arrangements for meetings with members of the public/MP surgeries
Liaise with suppliers when required regarding office supplies and security
Minute taking
Open, handle and action email, post and social media enquiries
Photocopying, filing, record-keeping and typing correspondence
Provide administrative support in relation to MP's expenses scheme via IPSA Online
Respond to enquiries by telephone, e mail and social media, passing on queries to another team members/MP as appropriate
Responsibilities - A2
Key responsibilities
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Assist in writing external communications including speeches
Compilation of briefing packs
Database management and using office software (e.g. Microsoft Office) to handle administrative cases
Deal with complex queries and complaints on the MPs' behalf, including drafting and signing letters, responding to social media and email enquiries, as well as managing face to face queries and complaints
Efficient data and file management to ensure the office complies with the data protection legislation
Engage professionally, confidentially and with care and integrity with members of the public, through a variety of methods
Ensure enquiries are dealt with sensitively and confidentially
Exposure and management of complex cases
Have a working knowledge of relevant legislation and parliamentary business and understand how these policies may impact on local constituents
Maintain positive on-going relationships with members of the public, organisations in Westminster and constituents
Manage and monitor incoming calls, face to face enquiries, emails and social media enquiries, dealing with cases that do not need to be transferred to a caseworker. Ensure all enquiries are dealt with in a timely manner
Manage budgets as required
Manage Member's diary commitments with overall control of constituency commitments
Minute taking
Provide administrative management in relation to MP’s expenses scheme via IPSA Online
Provide executive support to the MP and interest groups as required
Resource and project management responsibilities
Supervise staff as required
There may be a requirement for the role holder to work outside of the normal working hours and travel for work occasionally
Update social media and online presence content where required
Responsibilities - A3
Key responsibilities
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Collate all required information from team members to present to the MP
Conduct parliamentary research as required
Deal with security matters, keep abreast of security guidance, maintain the security system, liaise with external bodies as appropriate
Ensure the office is fully equipped
Exposure and management of complex cases
Have final signoff on all relevant delegated areas from the MP, for example constituent correspondence
Horizon-scanning, anticipate what advice or action may be required; proactively identify problems and resolve them
Identify training opportunities and ensure the office team maintain and develop knowledge of relevant legislation where appropriate
Lead and maintain a highly professional administrative support function for the MP’s office
Liaise with groups/personnel including at Westminster, within the constituency and the general public on the MP’s behalf as necessary
Manage the office team, ensuring accurate personnel records are kept and notifying IPSA of contractual changes as necessary
Overall management of the Member's diary commitments, delegating tasks to others as appropriate
Plan the MPs internal communications and external stakeholder engagement and provide strategic advice on constituent matters on behalf of the MP where appropriate
Provide high quality, efficient and effective support to the MP and interest groups as required
Responsibility for managing all aspects of the budget, keeping the MP informed of all relevant financial matters and liaising with IPSA on office finance
Support and manage the recruitment of staff for the MP’s office
Take ownership of certain casework as required
There may be requirement for the role holder to work outside of the normal working hours, including attending events with the MP as required
Responsibilities - S1
Key responsibilities
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Analyse, evaluate and interpret data to ensure the Member is accurately informed on key issues
Collate all required information from team members to present to the MP
Conduct parliamentary research as required
Deal with complex queries and complaints on the MPs' behalf, including drafting and signing letters
Diary management
Ensure the office is fully equipped
Ensure the office is fully equipped
Establish and develop appropriate strategies around research development
Exposure and management of complex cases
Have final signoff on all relevant delegated areas from the MP, for example constituent correspondence
Horizon-scanning, anticipate what advice or action may be required; proactively identify problems and resolve them
Identify training opportunities and ensure the office team maintain and develop knowledge of relevant legislation where appropriate
Lead and maintain a highly professional administrative support function for the MP’s office
Lead on project work as required
Lead on project work as required
Liaise with groups/personnel including at Westminster, within the constituency and the general public on the MP’s behalf as necessary
Maintain and utilise knowledge of relevant legislation, including impact on the local constituency
Manage and progress complex cases
Manage the office team, ensuring accurate personnel records are kept and notifying IPSA of contractual changes as necessary
Overall management of the Member's diary commitments, delegating tasks to others as appropriate
Plan the MPs internal communications and external stakeholder engagement and provide strategic advice on constituent matters on behalf of the MP where appropriate
Prepare and present results for the purposes of briefing notes for committees, parliamentary questions, articles and press releases
Progress casework as required
Provide high quality, efficient and effective support to the MP and interest groups as required
Research and monitor local, regional and national media coverage online and through social media and brief the MP on relevant issues
Research local, regional or national issues to support the MPs' work
Respond to routine correspondence and enquiries from constituents, the media, lobbyists and pressure groups
Responsibility for managing all aspects of the budget, keeping the MP informed of all relevant financial matters and liaising with IPSA on office finance
Support and manage the recruitment of staff for the MP’s office
Take ownership of certain casework as required
There may be requirement for the role holder to work outside of the normal working hours, including attending events with the MP as required
There may be a requirement for the role holder to work outside of normal working hours, including assisting with events with the MP as requested
To advise and ensure the MP is fully briefed on potential questions and motions to be put to the House
To produce and present high quality written reports, briefing notes, and professional advice
Undertake research on relevant subjects as directed
Undertake supervisory responsibility as required
Responsibilities - I1
Key responsibilities
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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
Assisting on projects
Assisting with diary management
Assisting/learning how to manage casework
Assisting/learning how to monitor media coverage and brief MP
Attending surgeries and other meetings as part of training
Basic administrative support
Learning how to analyse, evaluate and interpret data
Learning/assisting in appropriate research
Learning/assisting in drafting responses to constituents
Open, handle and action email, post and social media enquiries
Responsibilities - X1
Key responsibilities
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Analyse patterns of enquiries and produce reports
Assist surgeries and other meetings and follow up as appropriate
Attend constituency meetings as appropriate
Critically analyse patterns of enquiries and articulate the findings in reports and communication with the MP and other staff members
Deal with large numbers of standard queries, as well as assisting on more complex cases from members of the public by phone, email, social media or face to face. Ongoing communication may be required
Draft responses to constituents
Ensure records are kept and information managed confidentially in line with the data protection legislation
Ensure that each case is dealt with promptly, sensitively, confidentially and accurately in accordance with the MP
Establish, monitor and update a social media and online presence in the constituency. Produce online graphics and video content, as well as publicising surgeries and news alerts etc.
Follow up on social media queries and comments
Gather relevant information to assist with resolving cases
Log all cases; monitor progress and ensure all identified actions are taken
Manage and monitor social media enquiries, dealing with cases that do not need to be transferred to a higher level. Ensure all enquiries are dealt with in a timely manner
Monitor media coverage, liaise with media, prepare press releases as required (on constituency, non-party-political matters)
Produce press releases, liaise with the media, meeting deadlines as appropriate
Retain records and information confidentially and in line with the Data Protection Act
There may be a requirement for the role holder to work outside of the normal working hours and travel for work occasionally
Responsibilities - X2
Key responsibilities
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Analyse, evaluate and interpret data to ensure the Member is accurately informed on key issues and is aware of trends
Assist with surgeries and other meetings and follow up as appropriate
Design and develop engaging, targeted content and messages across a range of channels
Develop knowledge in specialist areas
Engage professionally, confidentially with care and integrity with members of the public, through telephone enquiries, social media, emails and face to face
Ensure all cases are logged; monitor progress and ensure all identified actions are taken
Ensure online presence is meeting the demands of the constituents, the locality and the MP
Ensure records are kept and information managed confidentially and in line with data protection legislation
Ensure that all cases and decisions are properly documented, writing clear concise reports containing analysis, explanation of the findings and conclusions, and appropriate action plan, to include monitoring and communication procedures.
Establish a social media presence in the constituency and publicise surgeries etc.
Establish a social media presence in the constituency and publicise surgeries etc.
Establish and develop appropriate strategies around social media and online presence in the constituency. Produce online graphics and video content, as well as publicising surgeries and news alerts
Evaluate the impact of external communications activity
Exercise a high level of autonomy in reaching decisions on cases based on the evidence
Follow up on social media queries and comments
Gather relevant information to resolve or progress cases
Liaise and engage with external providers and suppliers as and when required
Liaise with Government agencies, voluntary sector and others to resolve constituency matters
Manage a large caseload of complex cases, working in a professional, confidential, caring and sensitive manner
Manage and progress portfolio of casework appropriately
Manage projects
Manage the MP’s website contents
Monitor media coverage, liaise with media, prepare press releases as required (on constituency, non-party political matters)
Oversee the monitoring and updating of online platforms including the website and social media
Prepare media briefings
Proactive and re-active communications with all media
Provide briefings for the MP
Publicise the Member’s parliamentary duties on Social Media
Research local, regional or national issues to support MPs' work
Respond professionally, sensitively, confidentially and with integrity to routine correspondence and enquiries by email, telephone, social media and face to face from constituents, the media, lobbyists and pressure groups
Responsible for the management and development of the external communication presence of the MP office
Supervise other members of staff including coaching and mentoring
Support the MP’s office and objectives through highly effective communication and social media presence
Take initial action on queries from members of the public, including responding on behalf of the MP as appropriate
There may be requirement for the role holder to work outside of normal hours and travel for work occasionally
Responsibilities - R2
Key responsibilities
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Analyse, evaluate and interpret data to ensure Member is accurately informed on key issues
Assist in writing external communications including speeches for the MP
Assist with casework as required
Attend and participate in meetings as appropriate
Compilation of briefing packs for MPs, take notes of meetings and draft appropriate submissions
Develop and maintain current knowledge on relevant areas of parliamentary business including Motions, legislation, Hansard, debates etc. This would include issues of importance both nationally and in the local constituency.
Diary Management
Efficient data and file management to ensure the office complies with the data protection legislation
Engage confidentially, professionally, with care and integrity with members of the public, through telephone enquiries, social media, email and face to face
Exposure and management of complex cases
Give advice on policy issues
Have working knowledge of relevant legislation and upcoming business including how they impact on the constituency
Help draft amendments for reports and prepare briefing material
Maintain positive on-going relationships with all parties including members of the public, groups, suppliers and Westminster where required
Monitor local, regional and national media coverage and brief the MP on relevant issues
Monitor social media activity and report any relevant trends to the Office Manager/MP
Prepare and present briefing notes for committees, press releases, parliamentary questions etc.
Progress casework as required
Project Management
Project Work
Provide generalist admin support
Respond to routine correspondence and enquiries
Supervise staff members where appropriate
There may be a requirement for the role holder to work outside of normal working hours and travel for work occasionally
To advise and ensure the MP is fully briefed on potential questions and motions to be put to the House
Undertake research on relevant subjects as directed
Work with colleagues in communications/casework to identify potential impacts from the research work and disseminate them effectively
Responsibilities - R3
Key responsibilities
*
Analyse, evaluate and interpret data to ensure the Member is accurately informed on key issues
Deal with complex queries and complaints on the MPs' behalf, including drafting and signing letters
Deal with security matters, keep abreast of security guidance, maintain the security system, liaise with external bodies as appropriate
Diary management
Establish and develop appropriate strategies around research development
Have final signoff on all relevant delegated areas from the MP, for example constituent correspondence
Horizon-scanning, anticipate what advice or action may be required; proactively identify problems and resolve them
Lead on project work as required
Maintain and utilise knowledge of relevant legislation, including impact on the local constituency
Manage and progress complex cases
Manage the office team, ensuring accurate personnel records are kept and notifying IPSA of contractual changes as necessary
Prepare and present results for the purposes of briefing notes for committees, parliamentary questions, articles and press releases
Progress casework as required
Research and monitor local, regional and national media coverage online and through social media and brief the MP on relevant issues
Research local, regional or national issues to support the MPs' work
Respond to routine correspondence and enquiries from constituents, the media, lobbyists and pressure groups
Take ownership of certain casework as required
There may be a requirement for the role holder to work outside of normal working hours, including assisting with events with the MP as requested
To advise and ensure the MP is fully briefed on potential questions and motions to be put to the House
To produce and present high quality written reports, briefing notes, and professional advice
Undertake research on relevant subjects as directed
Undertake supervisory responsibility as required
Responsibilities - M1
Key responsibilities
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Overall responsibility for representing and furthering the interests of the MP's constituency including representing individual constituents and taking up their problems and grievances
Scrutinising and holding the Government to account, monitoring and challenging the Executive
Support the MP on initiating, reviewing and amending legislation on an MP's behalf
Managing the effective running of the MP's office including oversight of all staff, expenses, allocation of workload and ensuring the office is fully equipped
Represent the MP in meetings and discussions with key stakeholders as part of supporting the MP's campaigning priorities
Answering queries from local residents and public and private agencies on behalf of the MP, as required
Researching local or national interests to support the constituency and leading on projects, as required
Organising and attending community events and meetings to represent the MP on behalf of local residents
Deal with complex queries and complaints on behalf of the MP including drafting and signing off correspondence
Responsibilities checker
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Additional responsibilities
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