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Job description

Please note, we will be moving to our new offices in Lancing on 10th March and this role will be based there.

PRIMARY FUNCTION

To provide secretarial administrative and clerical support to the Principal Officers and the Branch Council in all areas of employee relations by providing all aspects of administrative support to ensure the Branch operates in an efficient and effective manner.

RESPONSIBILITIES AND DUTIES

• To provide secretarial and administrative support to the Principal Officers of the Branch in all matters relating to the Branch Council and Branch Board.
• To maintain an efficient document handling and retrieval system to support operational functions of the Branch.
• Responsible for liaising with Federation workplace representatives and by keeping and maintaining records of all welfare and conduct related cases through local database records.
• Managing local database to ensure that representative’s cases are up to date and provide assistance as directed by the Secretary and Chairman.
• To prepare papers, correspondence and keep minutes of meetings held by the Branch, circulate and file as required.
• To assist in the preparation of meetings, conferences and other functions as required throughout the year.
• To provide a link between the Branch and National PFEW offices in all matters of Police Federation business.
• To filter telephone calls and deal personally where possible with routine enquiries/advice and where appropriate direct calls to the appropriate Federation representative, or other point of reference.
• To manage all incoming electronic mail via the various internal office systems so as to ensure accurate and timely responses and ensure that Principal Officers are kept aware of current trends and matters that require immediate attention.
• To act as a point of contact for members and workplace representatives to ensure that their queries are logged and escalated to the most appropriate person.
• To provide secretarial and administrative support to the Branch Treasurer, Deputy Treasurer and Trustees in all matters relating to the financial affairs of the Branch.
• Ensure the careful handling of sensitive/confidential information and that information is recorded and filed correctly.
• Keep effective filing systems and accurate archiving of documents compliant with data protection procedures.
• To deal with enquiries and manage bookings in relation to the Branch’s Holiday Lodge
• In addition, you will be required to carry out such duties as may reasonably be required.

Please note that these duties and responsibilities are not exhaustive and may be changed from time to time.

PERSON SPECIFICATION - knowledge, skills and experience:

It is essential that the post-holder has the following: -

• Is sufficiently computer literate to enable standard data input, retrieval and interrogation of Microsoft databases and standard software. (including Outlook, Word, Excel, PowerPoint and Access).
• Has experience of competing priorities, working under pressure and to tight deadlines.
• A demonstrable ability for accuracy with significant attention to detail, having regard to typing, minute taking, filing and preparation of other paperwork in a timely manner.
• The ability to demonstrate previous experience of handling highly confidential and sensitive material and information.
• Strong interpersonal and communication skills. able to deal with customers verbally and via email effectively.
• An effective telephone manner and is capable at taking accurate messages and highlighting and escalating priorities.
• Excellent Customer Service manner with a strong focus on members satisfaction, showing empathy, diligence and care when dealing with queries.
• The ability to work on their own initiative.
• Team Player – Able to work well as part of a small team.
• Organisational skills and can prioritise work as demands change.
• Managing office supplies stock and placing orders.

Please note, this role is expected to be based in office.

Work remotely

• No

Job Types: Full-time, Permanent

Salary: £22,880.00 per year

Schedule:

• Day shift
• Monday to Friday
• No weekends

Work Location: One location