Office Administrator in London

To assist in the smooth and efficient running of the Branch Board Office with a strong focus on customer service for Police Federation members and representatives.

To provide a pro‑active, complex and comprehensive secretarial and administrative support to the Chairman and Secretary & Treasurer, handling all matters professionally, discreetly and confidentially.

• Act as the first point of contact for members, ensuring queries are logged in the database and escalated to the relevant Federation representative.
• Update the Retiree database and monitor it so all retirees receive timely notification and benefits; advise payroll as necessary.
• Inform payroll of Police Officer starters and leavers, updating the database accordingly.
• Administer the Group Insurance Scheme for serving and retired officers on behalf of the Insurance Company.
• Administer Federation contributions, ensuring rates are accurate in the database and for payroll.
• Maintain the Federated members record/database with accurate details for each member.
• Collate and distribute New Recruit information packs, updating the database as needed.
• Contact transferees to North Yorkshire Police and ensure they receive a welcome pack.
• Handle all administration for officers on, and returning from, maternity leave, updating the database, informing payroll accurately and liaising with the Group Insurance Company.
• Reconcile accounts for officers’ Group Insurance contributions.
• Liaise with current Partner Agencies that provide support to members of NYPF.
• Arrange twice‑yearly Pre‑Retirement courses.
• Coordinate arrangements for National Police Memorial Day, including contacting families, hotel bookings and travel arrangements.
• Book holiday properties and coordinate with service users and providers.
• Assist with monthly spreadsheets showing Branch expenditure, including cost codes.

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 line manager on behalf of the Head of Department.

It is essential that the post‑holder has the following:

• Excellent organisational skills.
• Proficient in MS Office suite, Outlook, PowerPoint and Excel.
• Ability to work autonomously with little intervention.
• Experience working under pressure with clear note‑taking abilities, both in speed and accuracy of detail recorded and layout of relevant notes and minutes required.
• Proactive, seeking out work and looking for new ways for the department to improve.
• Understanding of the importance of maintaining confidentiality and integrity.
• Excellent interpersonal and communication skills, demonstrating the ability to be assertive, confident and diplomatic with internal and external stakeholders.
• Attention to detail.
• Excellent customer‑service attitude with a strong focus on members’ satisfaction.

It is desirable that the post‑holder also has the following:

• Experience within a member‑services organisation.
• Previous work involving accounts and spreadsheets.
• Understanding of shared diary management on Outlook.

We offer multiple benefits to our employees including competitive salary, life assurance, private healthcare, enhanced pension contribution, enhanced leave, employee assistance programme, 26 days holiday (increasing with length of service), support for continuous professional development and employee discounts.