Office Administrator

TN United Kingdom; Lancing; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Support Officer to ensure the smooth operation of their Branch Board Office. This role focuses on providing exceptional customer service to Police Federation members while managing complex administrative tasks. You will be the first point of contact for members, organising meetings, and handling sensitive information with discretion. The position offers an opportunity to work in a supportive environment with flexible working options and a competitive salary. If you are passionate about serving the community and thrive in a dynamic setting, this role is perfect for you.

Benefits

Flexible Working

Private Healthcare

Life Assurance

Pension

Enhanced Leave

Employee Assistance

Onsite Parking

Mental Health Clinics

Professional Development Support

Employee Discounts

Qualifications

• Excellent organisational skills and ability to work independently.
• Proactive attitude with strong customer service focus.

Responsibilities

• Provide secretarial and administrative support to the Chairman and Secretary.
• Manage day-to-day operations of the Sussex Group Insurance business.
• Organise and support all Branch meetings and events.

Skills

Organisational Skills

MS Office Suite

Interpersonal Skills

Customer Service

Confidentiality

Driving Licence

Note-Taking

Job description

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• 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 proactive, complex, and comprehensive secretarial and administrative support to the Chairman and Secretary & Treasurer, ensuring all matters are handled professionally, discreetly, and confidentially.
• Responsible for the day-to-day management of the Sussex Group Insurance business interest, including vending machines (stock filling, stocktaking, and presenting cost-saving initiatives to trustees).

Key Responsibilities

• Act as the first point of contact for members, logging queries on the database and escalating to relevant Federation representatives.
• Organise and support all Branch meetings and events, including invitations, agenda preparation, minute-taking, and catering.
• Monitor social media platforms (Twitter/Facebook) for concerns and report to the Secretary or Chair.
• Arrange and book travel and accommodation cost-effectively for the Branch Secretary, Chair, Treasurer, etc.
• Record cases via tracker or spreadsheet and report to the Branch Secretary as needed.
• Update and monitor the Retiree database to ensure timely notifications and benefits, and inform payroll where necessary.
• Inform payroll of police officers' starters and leavers; update the database accordingly.
• Administer the Group Insurance Scheme for both active and retired officers on behalf of the Insurance Company.
• Manage Federation contributions to ensure accuracy in the database and payroll.
• Maintain updated records of federated members.
• Distribute New Recruit information packs and update the database.
• Contact transferees to Sussex Police and provide welcome packs.
• Handle administration related to officers on or returning from maternity leave, updating databases, informing payroll, and liaising with the Insurance Company.
• Reconcile accounts for officer contributions.
• Advertise partner meeting dates on the force intranet.
• Process Group Insurance claims and handle related correspondence and queries.
• Manage Sick Pay, Maternity Leave schemes, and related correspondence.
• Process paperwork for new recruits/transferees.
• Utilize and develop filing systems as needed.
• Assist with general correspondence, telephone inquiries, and cover other administrative functions as required.
• Gain knowledge of all Member Services and policies within the office.
• Complete Group Insurance work for the Trustees as required.

*Note: Duties may evolve based on the needs of the Police Federation and directives from the Chair and Secretary & Treasurer.*

Skills, Knowledge, and Expertise

• Essential: Driving licence (manual); physical fitness for vending machine refilling; excellent organisational skills; good knowledge of MS Office Suite (Outlook, PowerPoint, Excel); ability to work independently; experience working under pressure with accurate note-taking; proactive attitude; confidentiality and integrity; excellent interpersonal and communication skills; strong customer service focus.
• Desirable: Experience within a member services organization.

We offer benefits including flexible working, competitive salary, life assurance, private healthcare, pension, enhanced leave, employee assistance, onsite parking, mental health clinics, professional development support, employee discounts, and more.

The Police Federation of England and Wales represents 150,000 police officers and constables up to chief inspector. We are committed to accurately representing our members' views and measuring our success against organizational objectives.