Office Manager (Leicestershire Police Federation)

Sorry, this vacancy is no longer available.

PRIMARY FUNCTION

To assist in the smooth and efficient running of the Leicestershire Branch Board Office with a strong focus on customer service in line with the Branch Strategy for Police Federation members and representatives
To provide a pro-active and comprehensive secretarial and administrative support function to the Chair and Secretary to ensure all matters are dealt with professionally, discreetly and regarded as confidential
To support the Leicestershire Branch’s communications function, providing all aspects of administrative support to ensure the department operates in an effective manner, actively promoting a positive image of the work, aims and objectives of the Police Federation to both an internal, external audience and stakeholders.

RESPONSIBILITES AND DUTIES

Manage and develop systems to provide first point of contact for basic administrative support to the Chair/Secretary
Ensure the maintenance of efficient filing, photocopying, and shredding
Maintaining and updating the branch database system for all case correspondence
Maintenance and updating of all frequently used websites
Maintenance and updating of the branch website
To monitor the Force website and both National, Local news channels and social media alerting Chair and Secretary of significant events.
Proactive, seeking out work and looking for new ways for the department to improve
Understand the importance of and maintain confidentiality and integrity
Act as point of contact for members to ensure that their queries are logged and a relevant Federation representative is allocated to deal with the enquiry
Dealing/liaising with enquires from Federation Representatives and updating Chair and Secretary
Organising the Chair and Secretary attendance at all meetings/engagements ensuring that they are provided with all relevant documentation in a timely fashion
To make travel and hotel bookings for the Chair and Secretary for all meetings and conferences
To ensure accurate minutes of meetings are recorded, verified and distributed
To prepare and distribute meeting invites and agendas in consultation with Chair & Secretary
To research issues on behalf of the Chair and Secretary
To ensure that all branch office and local hub notice boards are kept up to date with member information
To ensure Branch office stationary and equipment is fully stocked.

Please note that these duties and responsibilities are not exhaustive and may be changed from time to time in line with the reasonable requirements of the Police Federation and as directed by the Chairman, Secretary and Treasurer.

PERSON SPECIFICATION – Knowledge, skills and experience.

It is essential that the post holder has the following:

Minimum 2 years’ experience working in an office environment
Excellent organisational skills
Good working knowledge of MS office suite including Outlook, Excel and Powerpoint
Ability to work autonomously with little intervention
Experience of and ability to work under pressure with clear note taking abilities, both in speed and accuracy of detail recorded and layout of relevant notes and minutes required
Demonstrate an ability to proactively seek out work and look for new ways for the department to improve
Understand the importance of and maintain confidentiality and integrity at all times
Excellent interpersonal skills, demonstrating the ability to be assertive, confident and diplomatic with those internal and external to the Branch
Excellent customer service manner with a strong focus on customer satisfaction
Hold a full driving licence
Achieve and maintain Non-Police Personnel Vetting Level 2 (“NPPV2”)