Office Administrator

Application Deadline: 8 May 2025

Department: Sussex Branch

Employment Type: Cyfnod Penodol - Rhan Amser

Location: Sussex Branch

Compensation: £24,375 / blwyddyn

Description

PRIMARY FUNCTION

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 in which all matters are dealt with professionally, discreetly and regarded as confidential.
Responsible for day to day running of the Sussex Group Insurance business interest, namely vending machines (Filling of stock, stocktake, present cost saving initiatives to the trustees)

Part-time, Fixed Term Contract
Expected hours: 21 per week
Schedule: Day shift, No weekends

Key Responsibilities

RESPONSIBILITIES AND DUTIES

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
Responsible for checking all aspects of social media with regards to Twitter/Facebook posts and reporting any concerns to the Secretary or Chair
Organise and book in the most cost effective manner travel and accommodation for the Branch Secretary, Chair, Treasurer etc.
Responsible for recording cases via tracker, spreadsheet or similar and reporting these to the Branch Secretary as required
Responsible for updating the Retiree database and monitoring so that all retiree’s 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
Responsible for 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 Sussex Police are contacted and receive welcome pack
Ensure that all administration is carried out with regard to officers on, and returning from, maternity leave including database is updated, payroll informed accurately, and liaise with the Group Insurance Company
Carry out accounts reconciliation for officers contributions
Circulate and advertise dates of partner meetings on the force intranet
To process Group Insurance claims and deal with all correspondence and queries from members and Insurance Brokers in connection with same
To process Sick Pay scheme and deal with all correspondence and queries from members and Insurance Brokers in connection with same
To process Maternity Leave scheme and deal with all correspondence and queries from members and Insurance Brokers in connection with same
To process paperwork and deal with all correspondence relating to new recruits/transferees
To use existing filing systems and initiate others as required
To assist with general correspondence/telephone enquiries and cover for other administrative functions within the team when required
To gain a knowledge of all Member Services
To have a general knowledge of all policies and procedures within the office
To complete any Group Insurance work on behalf of the Trustees of the scheme.

*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 Chairman and Secretary & Treasurer.

Skills, Knowledge and Expertise

PERSON SPECIFICATION - knowledge, skills and experience,

It is essential that the post-holder has the following:-
Driving Licence – Manual.
Physically fit for refilling vending machines.
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 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
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

It is desirable that the post holder also has the following:-
Worked within a member services organisation

Benefits

We offer multiple benefits to our employees including: flexible working, competitive salary, life assurance, private healthcare, enhanced pension contribution, enhanced leave, employee assistance program, free onsite parking, mental health clinics, support for continuous professional development, employee discounts and more….

Applied

Review

Interview

Offer of Employment

Pre-employment Vetting