Office Administrator

Police Federation of England and Wales

Pontypool

On-site

GBP 22,000 - 30,000

Full time

14 days+

Application generator

Turn this role into an interview — a resume and cover letter built around what this employer wants.

Get past ATS filters

Benefits offered by this job

Hybrid working

Private healthcare

Life assurance

Enhanced pension contribution

26 days holiday

Job summary

Police Federation of England and Wales in Gwent is seeking a full-time Office Administrator to work 37.5 hours per week. You will be based in the office and provide essential admin support to the Branch Office, Chair and Office Manager.

The role requires handling member queries, coordinating branch meetings, and managing the Group Insurance Scheme for serving and retired officers. A strong customer service mindset and confidentiality are essential.

Qualifications

Strong organisational and admin skills.
Proficient in MS Office (Outlook, PowerPoint, Excel).
Ability to work autonomously and under pressure.
Commitment to confidentiality and integrity.
Excellent communication and customer service with members.

Responsibilities

Serve as first contact for members, logging queries.
Provide administrative support to Branch meetings and events.
Arrange travel and accommodation for Branch officials.
Maintain digital filing, track cases, and provide reports.
Update retiree database and coordinate payroll notifications.
Inform payroll of starters and leavers and update records.
Administer Group Insurance Scheme for serving and retired officers.
Manage Federation contributions on database and payroll.
Distribute New Recruit information packs and welcome transferees.
Support maternity leave administration and liaise with insurers.
Carry out accounts reconciliation for contributions.
Advertise dates of Police Money Matters Seminars.
Provide Police Regulation guidance to officers.
Assist external partnership clinics and booking.
Support branch welfare programs and CPD activities.
Attend continuous professional development courses.

Skills

Organisational skills

MS Office suite

Autonomy

Working under pressure

Proactivity

Confidentiality

Interpersonal skills

Customer service

Empathy

Job description

Office Administrator

Application Deadline: 31 August 2026

Department: Branch

Employment Type: Full Time

Location: Gwent

Reporting To: Office Manager

Compensation: £26,397 / year

Description

We are looking for a full time Office Administrator, to work 37.5 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

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 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
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

Skills, Knowledge and Expertise

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 expereince 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.

Benefits