Job Overview

We’re looking for a proactive, organised and motivated individual to join the States Greffe as Office Manager.  The States Greffe supports the work of the States Assembly, its Committees and Panels and States Members.

The successful candidate will be prepared to take on a variety of tasks and lead on various projects, and be able to work calmly in a busy, fast-paced and politically-sensitive environment. They will need to demonstrate a good sense of organisation and communication and the ability to manage and lead a team.

For an informal discussion and / or additional information about this role please contact Yannick Fillieul at y.fillieul2@gov.je

Job Purpose

Operational management responsibility for the delivery of a professional, effective and efficient building, workplace, administration and support service to the States Assembly, individual States Members and the States Greffe, including the management of the Information Centre and Support Services Team, ensuring compliance with corporate and department policies and statutory obligations.

Statutory Responsibilities

Active engagement, participation and compliance with any other statutory responsibilities applicable to the role, as amended from time to time.

Job Specific Outcomes

1. Manage the recruitment, leadership, development and motivation of the Support Services Team Leader and Administrative Assistants and the delivery of a professional, highly effective, efficient and proactive administration service to the States Greffe, the States Assembly (including its Committees and Panels) and to States Members; ensuring that team and individual objectives are set and that staff receive the necessary support and training to provide the high-level service needed to support parliamentary work.

2. Ownership of the Information Centre function and responsibilities, including the review and production of policies and procedures and championing continuous improvements, researching, developing, promoting and monitoring initiatives to ensure the service is maintained at a highly-professional and efficient level; including travel bookings for States Members and staff, the processing of departmental requisitions and purchases, the administration of States Questions, and the provision of general administrative services.

3. Overarching responsibility for the delivery by the Support Services Team of an excellent and professional front-line, first-level customer service to the public and the department’s external customers, ensuring that enquiries, queries, comments and complaints are dealt with effectively by the team or escalated to departmental line managers and the Senior Leadership Team as appropriate; engaging with the States Greffe Senior Leadership Team and department line managers in order to continually improve the services offered to best meet the needs of stakeholders and delivering value for money.

4. Responsibility for the facilities management of the States Greffe and States Members’ multiple office environments, including the States Chamber and Scrutiny Offices, Hill Street Office and Morier House States Greffe office, developing and maintaining productive relationships with internal and external suppliers, arranging the procurement of equipment and services, ensuring that all users have facilities and equipment allowing them to operate highly effectively, and that prompt and efficient solutions are found to any first line office and technological problems that arise.

Job Specific Outcomes continued

5. Management of the administration of meetings held by the States Assembly, and meetings and public hearings held by its Committees and Panels, and the associated equipment, applications and systems, ensuring that all required services function effectively (such as audio and video digital recording, webcasting and voting facilities); and acting as principal liaison with external providers of these services, ensuring all facilities are maintained, kept up to date, and contingency arrangements exist.

6. Acting as the States Greffe Health and Safety (H&S) Officer, manage the H&S arrangements for the States Greffe in accordance with statutory obligations and corporate policies, representing the department at corporate H&S meetings, reviewing, developing and maintaining health and safety policies, standards and documentation in the department, and undertaking risk assessments and implementing actions, ensuring that States Members, staff and visitors adhere to policies and procedures and are kept safe and that best practice is followed.

7. Supervise office accommodation and other projects within the States Greffe, developing productive relationships with internal (Government of Jersey Digital Services and Jersey Property Holdings) and external suppliers, ensuring project objectives are met, corporate policies are followed and value for money is achieved.

8. Support the administration and development of States Greffe Data Protection policies, procedures and activities, with specific responsibility for ensuring that the department’s administrative processes are compliant with corporate and departmental Data Projection policies.

Qualifications

Knowledge

Technical Work Based Skills

General skills / attributes

Experience

Personal Attributes

Appointees to this role will be required to adhere to and perform their duties in line with the standards identified in the States of Jersey tier 4 core accountabilities attributes and behaviour indicators.