Vacancy: Join us as an Office Administrator

15 April 2021

Job Profile

Employer: Surrey Police / Surrey Police Federation

Job Title: Surrey Police Federation Office Administrator  

Salary: £23,500                  

Reports to: Joint Branch Board Principle Officers

1. Job Purpose:

1.1 To assist in the daily activities of the Police Federation office to ensure that the most effective, efficient and responsive service is provided to the Principle Officers, Board / Council, members and those making enquiries of Surrey Police Federation.

2. Key Accountabilities:

2.1 To provide clerical / administrative support so as to ensure the most effective, efficient and responsive service to the Principle Officers, Board / Council and the members.

2.2 To prepare letters, reports and memoranda to facilitate the work of the Principle Officers

2.3 To manage the receipt and distribution of correspondence and electronic mail to ensure timely and appropriate responses. To ensure the Principle Officers are kept aware of current issues and trends

2.4 To assist the Treasurer maintaining monthly audits, databases, web site and filing systems (manual and electronic) so they are up to date, accurate and secure

2.5 To assist the Principle Officers in the processing of all claims (incl personal injury) and legal advice on behalf of members (C1 and C2 etc)

2.6 To be the first point of contact in answering calls and enquiries into the main office and provide the appropriate action to ensure each enquiry received the correct attention

2.7 To maintain and manage the Group Insurance Scheme, new applicants, retirees and general administration relating to all aspects of Group Insurance Scheme

2.08 To manage all matters, including bookings, purchases, accounts and maintainence relating to the Surrey Police Federation Welfare Home.

2.09 To manage and co-ordinate all applications, from serving and retired officers, to attend the Police Rehabilitation Centre, Flint House on behalf of the Force

2.10 To cover essential administration tasks during annual leave periods

2.11 To arrange and maintain the financial, wellbeing, mortgage and other clinics held at the Federation office and elsewhere to assist the members and staff of Surrey Police.

3. Knowledge, Skills and Experience

It is essential that the post holder has:

3.1 Demonstrable experience of working in an office environment

3.2 Effective time management and prioritisation skills in order to ensure that workload is managed to meet timescales without constant close supervision

3.3 Good keyboard skills and experience of Microsoft Office especially Outlook, Word and Excel applications

3.4 Familiarity with the use of keyboards for data input and the updating and maintenance of web sites

3.5 Good interpersonal, communication and listening skills to be able to deal with internal and external customers in a courteous manner with a focused customer service approach to enquiries

3.6 The ability to be sympathetic, empathetic and assertive as required

3.7 The ability to produce clear, legible and concise and accurate records, letters and reports

3.8 A positive, flexible attitude to changing priorities and deadlines, with an ability to adapt and to manage change at short notice

3.9 Demonstrable experience of dealing with confidential information and confidential issues

3.10 The ability to work effectively as a member of a team

3.11 The ability to quickly assimilate a reasonable working knowledge of the structures of Surrey Police Federation and Surrey Police together with administrative policies and practices

3.12 A willingness to undertake and further additional training required to perform the role to an acceptable standard / update skills base

It is desirable that the post holder has:

3.13 A basic knowledge of the Police Service

3.14 A basic knowledge of the role and structures of Staff Associations

3.15 A basic knowledge of Police Officer Terms and Conditions of Service

The post holder should note that some or all of the duties and responsibilities detailed in the Job Profile require compliance with Nationally agreed operating rules for accessing PNC and other Information Systems.

• PNC Code of Connections Volume 1 (version 2.1)

• Data Protection Act 1998

• Computer Misuse Act 1990

• Official Secrets Act 1989

If you would like to apply, please send your CV and covering letter to recruitment@polfed.org