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Business Support Officer

2 weeks ago

Westminster, United Kingdom The House of Lords Full time

Job Description
**Job Description**:
Job title

Reference number

Executive Officer

2038

Office

Grade

Clerk of the Parliaments’ Office

HL5

Starting Salary

£29,400 per annum.

Term

This post is permanent.
Scope of the job
Background

This post offers a unique overview of the administration of the House of Lords. The post-holder will be part of a team at the heart of the Administration, working closely with the House’s senior officials. The post offers opportunities for significant professional development, for example of drafting, and stakeholder management skills.

The Clerk of the Parliaments’ Office assists the Clerk of the Parliaments to fulfil his responsibilities as the head of the House of Lords Administration (equivalent to the Chief Executive), Chair of the Lords Management Board, Accounting Officer, Corporate Officer and the chief procedural adviser to the House. The Office comprises a range of corporate functions, including Internal Audit and Information Compliance, as well as the governance team and private offices of the Clerk of the Parliaments and the Senior Deputy Speaker.

The objective of the Private Office team is to make the Clerk of the Parliaments’ Office an organisational leader in the Administration’s priorities: becoming a unified Administration, adapting and innovating, providing excellent services, and embedding diversity and inclusion. In doing so, we carry out central administrative functions, including supporting the Clerk of Parliaments and providing diary management to the Clerk Assistant, Reading Clerk, Chief Operating Officer and Senior Deputy Speaker. We also assist the governance, Information Compliance and Business Improvement and Change teams.

Main objective

The main objective of the Executive Officers is to carry out professional administrative functions flexibly across the Clerk of the Parliaments’ Office in support of a range of senior stakeholders and corporate functions.

Key internal and external relationships
- Clerk of the Parliaments and his private office team
- Clerk Assistant, Reading Clerk and Chief Operating Officer
- Chief of Staff
- The Senior Deputy Speaker and his private office team
- The Lord Speaker's office
- House of Lords governance team
- Members of the House of Lords
- Members’ staff and staff of the political offices in the House of Lords
- Staff of the offices in the House of Lords
- Enable the sittings of the House, including setting up the Chamber and preparing briefs for both the Chamber and Grand Committee sittings;
- Provide a professional front-of-house service for the Clerk of the Parliaments’ Office, including responding to a wide and varied range of enquiries from members and staff, using judgment and discretion;
- Provide high-level secretarial support to senior staff, including diary management and organising meetings;
- Maintain records in SharePoint;
- Manage correspondence, including preparing draft letters from templates;
- Work with MS Excel to maintain logs of invoices, correspondence and IT assets;
- Process invoices and assist with the purchase of IT equipment and stationery for the office;
- Review and maintain websites through a content management system;
- Managing the duty rota for Table Clerks;
- Work as part of a team to provide seamless cover for all aspects of the work of the office including during recess periods;
- Serve as a point of contact for other offices in Lords, Commons, PDS and government departments;
- Provide Committee Assistant support to the Services Committee and Finance Committee;
- Format papers in MS Word, produce and format PDFs in Adobe, and circulate papers electronically and in hard copy;
- Review and maintain documentation, such as decision/action logs, the Publication Scheme, and publications for members, identifying and escalating need for action as appropriate (e.g. overdue actions or out-of-date publications);
- Event ticketing and organising;
- Undertake other duties as the business needs of the Office dictate.

Person specification

**Competencies**:
Essential
- **Understanding of the workings of Parliament** - Knowledge of the basic role and workings of the House of Lords in particular;
- **Organisational Skills** - Strong organisational and time-management skills, and the ability to manage several important/urgent tasks at once
- **Delivering at pace whilst maintaining accuracy** - Ability to work effectively to meet deadlines, working reliably under pressure remaining calm and focused; ability to maintain attention to detail and produce accurate work
- **Team-work and collaboration** - experience of working effectively with others as part of a team, demonstrating reliability, a flexible approach to work, and adapting to a range of situations, individuals and groups; ability to build relationships both within and outside of the House of Lords at all levels
- **Professionalism, Tact and Discretion** - Strong interpersonal skills, including the ability to build