1. 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 pro-active, complex, and comprehensive secretarial and administrative support to the Chairman and Secretary & Treasurer, dealing with all matters professionally, discreetly, and confidentially.
2. RESPONSIBILITIES AND DUTIES
Responsible for day-to-day running of the Sussex Group Insurance business interest, namely vending machines (Filling of stock, stocktake, presenting cost-saving initiatives to the trustees).
Act as the first point of contact for members, ensuring 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 travel and accommodation for the Branch Secretary, Chair, Treasurer, etc., in the most cost-effective manner.
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 to ensure 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.
Responsible for the administration of the Group Insurance Scheme for both serving and retired officers on behalf of the Insurance Company.
Administer Federation contributions to ensure accurate contribution rates 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 updating the database.
Ensure that transferees to Sussex Police are contacted and receive welcome packs.
Ensure that all administration is carried out with regard to officers on, and returning from, maternity leave, including updating the database, informing payroll accurately, and liaising with the Group Insurance Company.
Carry out accounts reconciliation for officers' contributions.
Circulate and advertise dates of partner meetings on the force intranet.
Process Group Insurance claims and deal with all correspondence and queries from members and Insurance Brokers in connection with the same.
Process Sick Pay scheme and deal with all correspondence and queries from members and Insurance Brokers in connection with the same.
Process Maternity Leave scheme and deal with all correspondence and queries from members and Insurance Brokers in connection with the same.
Process paperwork and deal with all correspondence relating to new recruits/transferees.
Use existing filing systems and initiate others as required.
Assist with general correspondence/telephone enquiries and cover for other administrative functions within the team when required.
Gain knowledge of all Member Services.
Have a general knowledge of all policies and procedures within the office.
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.
3. PERSON SPECIFICATION - knowledge, skills and experience
It is essential that the post-holder has the following:
Driving Licence.
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 the ability to be assertive, confident, and diplomatic with those internal and external to the organisation.
Excellent Customer Service manner with a strong focus on member satisfaction.
It is desirable that the post-holder also has the following:
Worked within a member services organisation.
Job Types:
Full-time, Fixed term contract Contract length: 6 months Pay:
£24,000.00-£26,000.00 per year Schedule: 8 hour shift Monday to Friday No weekends Education: GCSE or equivalent (preferred). Experience: Customer service: 1 year (preferred). Administrative experience: 1 year (preferred). Language: English (preferred). Licence/Certification: Driving Licence (preferred). Work Location:
In person Application deadline:
31/01/2025 Reference ID:
Office Administrator - Lancing
#J-18808-Ljbffr
Full-time, Fixed term contract Contract length: 6 months Pay:
£24,000.00-£26,000.00 per year Schedule: 8 hour shift Monday to Friday No weekends Education: GCSE or equivalent (preferred). Experience: Customer service: 1 year (preferred). Administrative experience: 1 year (preferred). Language: English (preferred). Licence/Certification: Driving Licence (preferred). Work Location:
In person Application deadline:
31/01/2025 Reference ID:
Office Administrator - Lancing
#J-18808-Ljbffr
