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- Tasks: Support the smooth running of the office and assist members with their queries.
- Company: Join a supportive team within the Police Federation in Gwent.
- Benefits: Flexible working, competitive salary, private healthcare, and 26 days holiday.
- Why this job: Make a difference by helping police officers and their families with essential services.
- Qualifications: Strong organisational skills and experience in customer service.
- Other info: Great opportunity for career growth and professional development.
The predicted salary is between 10600 - 11900 £ per year.
This is a part time job share role, working 18 hours a week on Monday and Friday, and Thursday afternoons. 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.
Key Responsibilities- 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.
BenefitsWe 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.
Office Administrator in Pontypool employer: Police Federation of England and Wales
Contact Detail:
Police Federation of England and Wales Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office Administrator in Pontypool
✨Tip Number 1
Get to know the company! Research the Police Federation and understand their values and mission. This will help you tailor your approach during interviews and show that you're genuinely interested in being part of their team.
✨Tip Number 2
Network like a pro! Connect with current or former employees on LinkedIn. They can provide insider tips and might even refer you internally, which can give you a leg up in the hiring process.
✨Tip Number 3
Prepare for the interview by practising common questions related to office administration and customer service. Think about specific examples from your past experiences that demonstrate your skills and how you handle challenges.
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email reiterating your interest in the role can leave a positive impression and keep you top of mind for the hiring team.
We think you need these skills to ace Office Administrator in Pontypool
Some tips for your application 🫡
Tailor Your Application: Make sure to customise your CV and cover letter for the Office Administrator role. Highlight your organisational skills and experience in customer service, as these are key for us at StudySmarter.
Showcase Your Skills: Don’t forget to mention your proficiency with MS Office and any experience you have in a confidential environment. We love seeing candidates who can demonstrate their ability to work under pressure and maintain confidentiality.
Be Professional Yet Personable: While we want to see your professional side, don’t shy away from showing a bit of personality! A friendly tone in your application can help convey your excellent interpersonal skills, which are crucial for this role.
Apply Through Our Website: We encourage you to submit your application through our website. It’s the best way for us to receive your details and ensures you’re considered for the role. Plus, it’s super easy!
How to prepare for a job interview at Police Federation of England and Wales
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the Office Administrator role. Familiarise yourself with the key responsibilities and required skills mentioned in the job description. This will help you tailor your answers to show how your experience aligns perfectly with what they’re looking for.
✨Showcase Your Organisational Skills
As an Office Administrator, strong organisational skills are crucial. Prepare examples from your past experiences where you successfully managed multiple tasks or projects. Be ready to discuss how you prioritise work and maintain efficiency, especially under pressure.
✨Demonstrate Customer Service Excellence
Since this role focuses heavily on customer service for Police Federation members, think of specific instances where you provided exceptional service. Highlight your ability to communicate effectively and handle queries with professionalism and empathy, as these traits will be key in your role.
✨Prepare Questions to Ask
Interviews are a two-way street! Prepare thoughtful questions about the team dynamics, the office culture, and any ongoing projects. This shows your genuine interest in the position and helps you assess if it’s the right fit for you too.
