Office Manager - Special Advisers Office
This is a challenging and exciting role, working closely with the Chancellor's office and other Ministerial offices, right at the heart of Treasury. The Special Advisers' office is a small office of three, and the successful individual will be expected to work flexibly across the team. Key responsibilities include:
- Special Adviser support
- Provide full administrative support for specific Special Advisers:
- Ensure meetings are arranged promptly and in line with their priorities, meeting rooms are arranged and booked as appropriate for the meeting size. Work with teams to arrange advice and briefing for meetings;
- Arrange Special Advisers' travel and process expense claims;
- Assist Special Advisers in managing their inboxes if requested;
- Provide Special Advisers with a copy of the Chancellor's papers (on a rota basis) along with any other briefing required.
Depending on the shape of the office, there may be an opportunity for the job holder to assist the Head of Office in providing Private Secretary support to specific Special Advisers. This would require the individual to:
- Work closely with ministers' Private Secretaries and the department to allocate and commission work accordingly;
- Build strong relationships within the department and across Whitehall to help progress key priorities;
- Attend meetings with the Special Advisers, take minutes and follow up on next steps as necessary.
- Ensure office expenditure is reconciled on time each month in accordance with the departmental policy, take overall responsibility for the office travel budget, and manage purchase orders and invoices.
- Take responsibility for all aspects of records management and filing systems for the office.
- Lead on transparency in the office: ensure the advisers' transparency returns are accurate and submitted to the Cabinet Office.
- Manage and complete requests for new IT equipment, furniture, stationary and other items.
- Manage incoming and outgoing correspondence, ensuring it is processed promptly.
- In conjunction with the diary manager in the office, manage Parliamentary Questions and Freedom of Information requests for the office, engaging others across the department as necessary.
- Depending on resourcing within the team, there may be an opportunity to line manage one member of staff, the diary manager (AO).