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Part-Time Estate Administrative Officer

2 months ago

Aldershot, United Kingdom South East Reserve Forces' and Cadets' Association Part time

SOUTH EAST RESERVE FORCES’ AND CADETS’ ASSOCIATIONS

JOB DESCRIPTION – Administrative Officer (Part-time)

Background

1.            The Reserve Forces’ and Cadets’ Associations (RFCAs) are central government bodies with Crown status, each with their own schemes of association, drawn up in accordance with Defence Council regulations, under the Reserve Forces Act 1996 (RFA 96). The RFCAs are arm’s-length bodies (ALB) of the Ministry of Defence (MOD). The Council of RFCAs (CRFCA) constituted by the 13 individual RFCAs provides central coordination and the corporate focus to enable the Associations to fulfil the requirements of their customers, within resources. The CRFCA gives advice and assistance to the Defence Council and to the Royal Navy, the Army and the Royal Air Force on matters that concern Reserve Forces and cadets.

Job Description

2.            Appointment details

a.            Job title:               Administrative Officer

b.            Job grade:           AO

c.             Reports to:          Senior Estate Manager (Non-Hard FM)

d.            Location:              Seely House, Shoe Lane, Aldershot, GU11 2HJ

e.            Hours:   20 hours per week not including breaks

3.            General Description of the Role

The SERFCA Administrative Support is responsible for ensuring an efficient and effective administrative support service is provided to SERFCA Estate Team and that all activity conforms with all agreed RFCA/CRFCA processes and operating procedures.

Key skills include strong organisational skills, excellent communication, teamwork and interpersonal skills, customer service, problem solving and understanding of MS Office applications.

4.            Principal Areas of Accountability, Tasks and Duties

Leadership

•             Demonstrate a personal commitment to the aims and objectives of SERFCA

•             Demonstrate a clear understanding of own area of responsibility

•             Support line management in delivering SERFCA goals

•             Understand and support the SERFCA Estate Team activity

Administrative Support

•             Provide an effective administrative support service to the SERFCA Estate Team across all Estate activities.

•             Produce Estate reports and other management information to support SERFCA Estate Team business requirements

•             Collation and validation of data and reports provided by the industry partner e.g. service delivery reports, Health & Safety compliance reports, etc.

•             Execute SERFCA Information Management Policy on behalf of the SERFCA Estate Team

•             Effective and efficient management of SERFCA Estate Team group mailbox/es

•             Carry out general administrative duties as required e.g. photocopying, filing and post

Meeting Management

•             Arrange meetings as required, ensuring availability of attendees, booking meeting rooms, confirm arrangements and, if required, manage arrangements on the day

•             Collation of papers for meetings or other requirements as requested

Stakeholder Engagement/Communications

•             Ensure stakeholders and customers experience an effective administrative service

•             Maintain all SERFCA Estate Team stakeholder contact information in accordance with SERFCA Information Management policy

•             Support the Estate Officer in ensuring customers remain fully informed on all aspects of service delivery

•             Support the Head of Estate in addressing complaints which the industry partner has been unable to resolve

•             Maintain awareness of CRFCA/RFCA corporate messaging

5.            Staff management responsibilities.  None 

6.            Budgetary responsibilities.  None

Success Profile

7.            Technical skills and qualifications (to be completed within 6 months)

•             DIO Service Delivery Infrastructure Management System (IMS) – modules applicable to role

•             FDIS Training

8.            Experience

a.            Essential 

•             Confident, with the ability to work on own initiative

•             Competent in the use of MS Office applications

b.            Desirable.

•             Good interpersonal skills with the ability to demonstrate experience in a customer service environment

•             The ability to adapt to changing priorities and tight deadlines

•             Experience of working within an office or FM environment

9.            Behaviours (Success Profiles - Civil Service Behaviours)

•             Managing a Quality Service

•             Communicating & Influencing

•             Delivering at Pace

•             Working Together

10.          Government Property Career Framework Requirements (Workforce & FM – Facilities Management Practitioner):

[A = Awareness; W = Working; P = Practitioner; E = Expert]

•             Property Professional Expertise (A)

•             Customer and Client Service (P)

•             Stakeholder Engagement (W)

•             Strategy and Business Planning (A)

•             Analytical Decision Making (A)

•             Technology and Innovation (A)

•             Sustainable Practice (W)

•             Commercial Acumen (A)

•             Property Programme and Project Management (A)

•             Health and Safety, Compliance and Inclusion (W)

11.          Post Mandatory Training

•             In accordance with People Learning Plan

Additional Requirements

12.          In addition to regular visits to sites within the SERFCA area, this role may require occasional travel throughout the UK to other sites.

13.          The job holder will be required to be vetted to Security Check (SC) level and DBS check. 

14.          This job description should be discussed with your line manager at the time of receiving your annual Personal Development Report. Occasionally, in light of changes in business need your job description may need to change. You may be requested to undertake additional or other duties as directed by Line Management.