Admin & Finance Assistant - Counter Terrorism Policing South West (CTPSW)

Job Description

As part of a small team, you will provide administration and financial support to a national unit that is regionally based within the South West. The role requires accurate financial record‑keeping, maintenance of accounts, and the raising of purchase orders, as well as customer‑service based support for internal colleagues and diary management/PA duties for the Head of Unit.

In This Role Your Main Responsibilities Will Be

• Provide diary management/PA function to the Head of the Unit, arranging meetings and booking travel arrangements. Check and code invoices in line with force practice and organise video conferencing facilities.
• Regularly update personnel files with emergency contact details. Issue welcome packs to all new employees of CTPSW, maintaining the content and updating as required. Liaise with the appropriate manager to maintain accurate structure charts for the Unit.
• Responsible for all CTPSW purchase orders, ensuring goods have been received on SAP and chasing deliveries/credits with the relevant company.
• Check payroll entries against operational costing sheets and update as appropriate. Distribute, balance and reconcile the CTPSW petty cash.
• Check manual overtime claims for accuracy, allocating the appropriate rate of pay and budget codes and updating the costing spreadsheets. Balance credit card statements against receipts, allocate a budget code and calculate the VAT element. Ensure all deposit monies are receipted and coded.
• Issue personal equipment to CTPSW staff through the Asset Management system, conduct regular audits of recorded equipment and arrange disposals as necessary.
• Provide advice and guidance on admin and finance procedures to the regional staff and deal with enquiries as appropriate.
• Provide cover for the Reception/Admin Support Clerk role as required.
• Check driving licences and insurance of CTPSW staff to ensure they are authorised to drive police vehicles or use their own vehicles for business purposes.
• Liaise with Regional Forces in respect of seconded officers and operational costing and prepare purchase orders for their reclaim.

Skills & Experience Required

• IT and database skills, including proficiency in MS Office packages, Excel and Outlook.
• Previous administration experience in a customer‑facing environment is essential.
• Working knowledge of the Data Protection Act and experience managing petty cash, together with excellent verbal and written communication skills are essential for the role.
• Experience working in a sensitive and confidential environment and liaising with both external and internal organisations or customers is essential.
• Ability to meet deadlines, prioritise work and be proactive in the approach to tasks.
• Previous experience of diary management, arranging meetings for senior managers, financial administration and a knowledge of the Government Protective Marking Scheme (GPMS) are desirable.

Additional Information

To be eligible to apply for this role you must have a five‑year ‘checkable history’ in the UK – ideally you would have been resident in the UK for the last five years. This post requires access to the most sensitive intelligence material on a daily basis; applicants must hold or be prepared to undergo National Security Vetting (NSV) Security Check (enhanced) (SC(e)) before taking up the post, with a willingness to undergo Developed Vetting (DV) once in post if required. This post requires British nationality (some dual nationals may be ineligible) and an Enhanced Security Check (eSC)/Developed Vetting (DV) clearance. As the post holder will have access to very sensitive information, there are limitations on travelling to a small number of countries and we will undertake additional security checks as part of the recruitment process.

Location

London, England, United Kingdom

Seniority Level

Entry level

Employment Type

Full-time

Job Function

Finance and Sales

Industries

Law Enforcement