Office Administrator & Executive Assistant

Police Federation of England and Wales; Whiteley; On-site; GBP 25,000 - 35,000; Full time

Job summary

A law enforcement staff association in Whiteley is seeking an experienced PA/Secretary to assist in the efficient running of the Hampshire Branch Office. This role emphasizes outstanding customer service for members and entails providing secretarial and administrative support. The ideal candidate will have excellent organizational, communication, and interpersonal skills, along with a proactive approach to improve departmental processes. Benefits include a competitive salary and various employee support programs.

Benefits

Competitive salary

Life assurance

Private healthcare

Enhanced pension contribution

Enhanced leave

Employee assistance program

26 days holiday (increasing with service)

Mental health clinics

Support for continuous professional development

Employee discounts

Responsibilities

• Assist in the running of the Hampshire Branch Board Office with a focus on customer service.
• Provide secretarial and administrative support to the Branch Secretary and Chair.
• Act as the first point of contact for members in difficult situations.
• Maintain a recording system for documents and correspondence.
• Manage enquiries from Federation Representatives.
• Reconcile Case Management System and liaise with payroll and pensions services.
• Administer holiday cottage scheme and its website.
• Manage the Hampshire Police Federation website.
• Oversee Group Insurance Scheme administration.
• Handle new recruits' paperwork and minute taking.
• Maintain office including IT and phone systems.
• Ensure understanding of police regulations and internal policies.
• Oversee Police Federation Welfare van operations.
• Administer welfare cottage applications.
• Coordinate marketing emails and social media posts.
• Support Federation events like Force Families Day.
• Coordinate annual Federation dinner.

Skills

Experience working as a PA or secretary (or similar)

Excellent organisational skills

Good knowledge of MS office suite

Ability to work with little intervention

Experience under pressure with clear note taking abilities

Proactive, seeking to improve

Maintain confidentiality and integrity

Excellent interpersonal and communication skills

Customer Service focus with strong empathy

Tools

MS Office Suite

Outlook

PowerPoint

Excel

Job description

Description

• To assist in the smooth and efficient running of the Hampshire 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 Branch Secretary and Branch Chair in which all matters are dealt with professionally, discreetly and regarded as confidential.
• You will often be the first point of contact for members who are going through traumatic life events or difficulties in their personal and / or professional working life.

Key Responsibilities

• Maintaining a recording system for all correspondence and important, current and frequently used documents and the management of documents under GDPR.
• Point of contact for members ensuring that all queries are logged and signposted to the relevant Federation representative. Dealing / liaising with enquiries from Federation Representatives and updating the Secretary accordingly.
• Management of the Branch mailboxes.
• Responsibility for reconciliation of Case Management System, main liaison between The Federation, Force Payroll department, People and Services Board and Hampshire County Councils Pensions services.
• Maintenance and administration of the holiday cottage scheme and it’s website.
• Maintenance and administration of the Hampshire Police Federation website.
• Responsible for all aspects and administration of the Group Insurance Scheme, including a good knowledge of what is included.
• Responsible for new recruits’ paperwork.
• All minute taking as and when requested by the Secretary along with distribution of any agendas and minutes.
• Responsibility for ensuring the office is maintained including I.T and phone maintenance.
• Having a working understanding of police regulations and internal policy and procedure within Hampshire & IOW police.
• Coordinating and having oversight of the Police Federation Welfare van
• Administering the welfare cottage and welfare applications including float therapy requests.
• Being the point of contact for Member support services and sponsors and administering marketing emails and social media posts.
• Supporting the Federations appearance and work at force families Day
• Arranging and co-ordinating the annual federation dinner alongside the secretary.

Skills, Knowledge and Expertise

• Experience working as a PA or secretary (or similar)
• Excellent organisational skills
• Good knowledge of MS office suite, Outlook, PowerPoint and Excel
• Ability to work 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 and able to demonstrate empathy and work confidentially

Benefits

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

The Police Federation of England and Wales is the staff association representing 150,000 police officers and special constables up to and including the rank of chief inspector. We have a statutory obligation to ensure the views of our members are accurately relayed to government, opinion formers and key stakeholders. To ensure this we measure the work we do and what we seek to achieve against our organisational aims and objectives.