Part time - Office Administrator in New Inn

We are looking for two part time Office Administrators, to work 18 hours a week. Employees are required to come in to the office when they are working.

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 Chair, Secretary and Office Manager in which all matters are dealt with professionally, discreetly and regarded as confidential.

To provide guidance to serving and retired officers on matters relating to the Group Insurance Scheme.

• Act as the first point of contact for members to ensure that their queries are logged on the database and escalated to the relevant Federation representative.
• Responsible for organising and providing administrative support to all Branch meetings and events as directed by the Branch Secretary or Branch Chair i.e. invitations, agenda preparation, minutes, catering.
• Organise and book in the most cost-effective manner travel and accommodation for the Branch Secretary, Chair, Treasurer etc.
• Maintain digital filing systems, recording of cases via tracker, spreadsheet or similar and reporting these to the Branch Secretary/Office Manager as required.
• Assist in updating the Retiree database and monitoring so that all retirees receive notification and benefits in a timely fashion and that payroll is advised where necessary.
• Inform payroll of Police Officer starters and leavers, and update the database.
• Assist with the administration of the Group Insurance Scheme for both serving and retired officers in its entirety on behalf of the Insurance Company.
• Administer Federation contributions so that contribution rates are accurate on database and for payroll.
• Ensure that the Federated members record, or database is updated with details of each member.
• Responsible for collating and distributing New Recruit information packs as necessary and update the database.
• Ensure that transferees to Gwent Police Force are contacted and receive a welcome pack.
• Ensure that all administration is carried out regarding officers on, and returning from, maternity leave including database updates, payroll informed accurately, and liaise with the Group Insurance Company.
• Carry out accounts reconciliation for officers contributions.
• Circulate and advertise dates of the Police Money Matters Seminars on Force Intranet and Website.
• To provide Police Regulation guidance to officers in line with the New Federation Representatives course.
• Assist in the running of external partnership clinics, advertising and appointment booking.
• Assist with the branch Injury on duty and long-term sick welfare programme.
• To undertake courses as directed by the secretary to ensure continuous professional development.

• Excellent organisational skills.
• Good knowledge of MS office suite, Outlook, PowerPoint, and Excel.
• Ability to work autonomously with little intervention.
• Experience of and ability to work under pressure.
• Proactive, seeking out work and looking for new ways for the department to improve.
• Understand the importance of and maintain confidentiality and integrity.
• Excellent interpersonal and communication skills, demonstrating ability to be assertive, confident and diplomatic with those internal and external to the organisation.
• Excellent Customer Service manner with a strong focus on members satisfaction.
• Previous experience of working in a confidential environment and demonstrating empathy.

*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 line manager, on behalf of the Branch.

We offer multiple benefits to our employees including: flexible working, hybrid working, competitive salary, life assurance, private healthcare, enhanced pension contribution, enhanced leave, employee assistance program, free onsite parking and charging points, 26 days holiday (increasing with length of service), mental health clinics, support for continuous professional development, employee discounts and more…

*Applicants are advised to apply early as we reserve the right to close the advert prior to the advertised closing date should we receive a large number of applications.