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- Tasks: Provide essential administrative support to the Angus and Dundee Army Cadet Force.
- Company: Join the Highland Reserve Forces and Cadets Association, supporting youth through the Army Cadet Force.
- Benefits: Enjoy 25 days paid leave, a pension scheme, and potential for career growth.
- Why this job: Be part of a vibrant organization while developing your skills in a supportive environment.
- Qualifications: Experience in an office setting and familiarity with Microsoft Office are essential.
- Other info: Security clearance and PVG check required; flexible working hours may include evenings and weekends.
The predicted salary is between 22000 - 29000 £ per year.
Job Description
HIGHLAND RESERVE FORCES AND CADETS ASSOCIATION
ADMINISTRATIVE OFFICER
Administrative Officer
Job Grade: E1 Grade
Department: Permanent Support Staff (PSS)
Report To: Cadet Executive Officer (CEO)
Job Purpose: Delivery of administrative support to Angus and Dundee Army Cadet Force (ACF)
General Description of Role
Responsible to the Cadet Executive Officer (CEO) for delivering office administration in support of Angus and Dundee ACF.
PRINCIPAL AREAS OF ACCOUNTABILITY/TASKS AND DUTIES:
Description of Primary Tasks
Administration:
(1) Answer general telephone enquiries and process routine / recruiting enquiries.
(2) Process Cadet Force Adult Volunteers (CFAV) ID Card applications.
(3) Liaise with Defence Vetting Agency to process PVG applications.
(4) Process course applications for both Cadets and CFAV.
(5) Book all necessary travel and accommodation using MOD and HRFCA Travel booking systems.
(6) Through 51X Cadets Branch book hire vehicle requirements for courses.
(7) Process Permanent Support Staff (PSS) and CFAV Travel Claims and subsistence.
(8) Through Westminster MIS, maintain Cadet and CFAV personal records and qualifications.
(9) Assist with the production, distribution and publishing of Routine Orders.
(10) Process payment of Invoices on Symphony as necessary.
(11) Prepare, collate and check Annual Camp documentation.
(12) Carry out the role of JPA HR administrator and Career Manger on JPA and in particular:
a. The processing of Volunteer Allowance.
b. Creating new joiner records.
c. Promotions and demotions.
d. Striking off leavers
(13) Along with the AO administer incoming and outgoing mail; including collection and signing for incoming mail and distribution to PSS, and ensuring correct postage using postage stamp reserves, as per weight guidelines, deliver and post to nearest public posting facility for outgoing mail.
(14) Have a working knowledge of the AO1 responsibilities in order to deputise when they are absent.
(15) Perform working routines that are compatible with safe working practices in accordance with Reserve Forces and Cadet Association (RFCA) Safety Health Environment (SHE) Policy Statement.
Other Duties
- Be prepared to carry out other duties commensurate with competencies held and the grade of this post.
- The discharge of the role, tasks and duties of this post will require the post holder to undertake occasional evening and weekend working, for which time off in lieu or overtime will be granted.
General Qualifications and Personal Attributes
Essential:
- Experience in an office environment.
- Proven organisational ability and attention to detail.
- Excellent interpersonal skills together with proven ability to work in a small team.
- Familiarity with Microsoft Office applications, in particular Word and Excel.
Desirable:
Current full driving licence.
VACANCY NOTICE
Highland Reserve Forces and Cadets Association (HRFCA) is an enabling organisation supporting the Army Reserve and Cadet units across the Highlands of Scotland. Funded by the Ministry of Defence, one of our key, and expending, functions is to provide Administrative and Logistic support to the Army Cadet Force (ACF), a vibrant national youth organisation.
An exciting opportunity has arisen for a Full Time Administrative Officer (AO) within HRFCA. Working from the Battalion Headquarters, Barry Buddon Training Camp, Carnoustie, the successful applicant will provide office administrative support to Angus and Dundee Battalion, Army Cadet Force. Applicants coming from an Armed Forces background with office appointments would be advantageous. Other applications that show suitable experience will also be considered. Through their inter-personal skills, deliver diplomatic G1 advice and support.
Those employed within HRFCA are Crown servants, and are looking for an organised individual with excellent numeracy, literacy and Information Technology skills, who is able to learn new systems quickly, working with the minimum of supervision and be capable of dealing with other military organisations. Line management is through the Cadet Executive Officer (CEO).
There is a requirement for security clearance and a satisfactory Protection of Vulnerable Groups (PVG) check. The starting salary is £26,235 per annum based on a 37hr week. You are entitled, on entry, to 25 days paid leave (excluding public and privilege holidays) in each year, rising to 30 days after 5 years’ reckonable service. Prior service with HM Forces or Other Government Department (OGD) will count towards reckonable service. Successful applicants will have the opportunity to join the Council of RFCA Pension Scheme subject to the rules of the scheme. The scheme is a Career Average Revalued Earnings (CARE) scheme, which has a personal contribution of 5% for members.
Having a clean driving licence would be advantageous. The successful applicant will reside within reasonable commuting distance of Monifieth and serve a 6 month probationary period in the first instance after which HRFCA may confirm as a permanent position.
Job seekers who consider themselves as suitable candidates are invited to apply for this post.
Applicants should forward a CV comprising no more than 2 pages, nominating two referees, and send this with a covering letter demonstrating how they meet the essential requirements of the position and their wider motivation for the role
The closing date for applications is midday on Friday 25th April 2025. Interviews will be held at Barry Buddon Cadet Training Centre, Carnoustie, DD7 7RY week commencing 5th May 25 with a start date of Monday 5th June 2025.
A full Job Description can be obtained from the above on request.
Administrative Officer employer: HIGHLAND RESERVE FORCES & CADET ASSOCIATION
Contact Detail:
HIGHLAND RESERVE FORCES & CADET ASSOCIATION Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Administrative Officer
✨Tip Number 1
Familiarize yourself with the specific administrative tasks listed in the job description. Understanding the nuances of processing applications and managing records will give you an edge during the interview.
✨Tip Number 2
Highlight any previous experience you have in office administration, especially if it relates to military or youth organizations. This will demonstrate your capability to adapt to the environment at HRFCA.
✨Tip Number 3
Prepare to discuss your interpersonal skills and how you've successfully worked in a team setting. The role requires collaboration, so showcasing your ability to communicate effectively is crucial.
✨Tip Number 4
If you have a driving license, make sure to mention it during your application process. It’s noted as advantageous, and it could set you apart from other candidates.
We think you need these skills to ace Administrative Officer
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in an office environment, focusing on your organizational skills and attention to detail. Keep it concise, ideally no more than 2 pages.
Craft a Compelling Cover Letter: In your cover letter, clearly demonstrate how you meet the essential requirements of the position. Use specific examples from your past experiences that showcase your interpersonal skills and ability to work in a team.
Highlight IT Skills: Since familiarity with Microsoft Office applications is essential, mention your proficiency in Word and Excel. If you have experience with other relevant software, be sure to include that as well.
Prepare for Security Clearance: Be ready to discuss your background and any previous roles that may require security clearance. Mention any relevant experience with military organizations if applicable, as this could strengthen your application.
How to prepare for a job interview at HIGHLAND RESERVE FORCES & CADET ASSOCIATION
✨Know Your Role
Make sure you thoroughly understand the responsibilities of the Administrative Officer position. Familiarize yourself with the tasks listed in the job description, such as processing applications and maintaining records, so you can discuss how your experience aligns with these duties.
✨Highlight Relevant Experience
Prepare examples from your past work that demonstrate your organizational skills and attention to detail. Be ready to discuss your experience in an office environment and how it relates to the specific tasks you'll be handling at the Highland Reserve Forces and Cadets Association.
✨Showcase Interpersonal Skills
Since the role requires excellent interpersonal skills, think of instances where you've successfully worked in a team or provided support to colleagues. Be prepared to share these experiences during the interview to illustrate your ability to communicate effectively.
✨Familiarity with Technology
Brush up on your knowledge of Microsoft Office applications, especially Word and Excel. You might be asked about your proficiency with these tools, so consider preparing a few examples of how you've used them in previous roles to enhance your administrative tasks.
