Administrative Support Assistant

3 weeks ago

Crawley, United Kingdom South East Regional Organised Crime Unit (SEROCU) Full time

**Department**:Business Support
**Location**: Crawley with hybrid working opportunities
**Salary**:£23,503 per annum
**Closing date**:09/07/2023

A confident communicator, with an aptitude to deal with various levels of internal and external customers, proven time management and organisational skills with the ability to work to deadlines and manage a varied workload.

This role will be based in Crawley. There are opportunities for hybrid working in this role.

**Responsibilities**

1. Contribute to resilience within the SEROCU by fully supporting the Administrative Support Officer in making best use of the administrative resources by:

- Daily collection and delivery of post; receive and assess incoming mail and telephone calls and take appropriate action.
- Sign posting officers and staff to various systems to order hire cars, claim expenses, etc.
- Collation, filing, inputting and archiving of petrol and expenses receipts and delivery notes.
- Co-ordinate orders from Force stores - receipt, stock control and inventory, as appropriate; distribution and surrender of uniform.
- Liaising with Finance and Procure to Pay, as required.
- Provide resilience and support to the wider SEROCU admin team.
- Cross site administrative support at other SEROCU locations.

2. Provide a local point of contact for all staff with the SEROCU for;
- Managing requisitions, sourcing, ordering and facilitating delivery of orders, receipting and archiving, print consumables, rail tickets, etc.
- Management of stock in localised Stationary cupboard.
- Order items from APTOS, Commercial and Stores (stationery, hotel bookings, travel arrangements, conferences and seminars, catering, miscellaneous items, specialist items and equipment for all SEROCU Capabilities.

3. Secretariat
- Organising and minuting meetings for allocated leads, preparing files and other papers.
- Preparing and facilitating presentations for allocated leads for workshops, etc. and their associated administration.
- Provide an efficient and effective support service to the SLT Leads often of a highly confidential nature, arranging appointments and meetings ensuring leads are appropriately prepared for each. This will involve booking venues, liaising with attendees, distribution of papers, booking travel and accommodation as appropriate, preparing agendas and additional information and ensuring this is done in a timely and appropriate manner.
- Management of the SLT Leads diaries and Inboxes where required, drafting and typing correspondence as directed.

4. Estates/Transport
- Administration of fob access for the SEROCU estate.
- Support the management of SEROCU pool/fleet cars: allocation, MOT’s, facilitating servicing, POWDER checks, tax discs and fuel cards for both fleet and hire vehicles.

5. Training
- Raising Training Orders/Ensuring requirements of role.
- Liaison with internal and external Suppliers and with L&D.
- Ensuring records are updated.
- Confirmation of attendance.
- Maintaining training records.

6. Typing support service to SEROCU:

- Transcribe discs and other media to meet the required standards of accuracy within agreed timescales.
- To a high degree of accuracy, undertake typing of statements, reports, documents and messages onto the Case Management system.
- Proof-reading, filing of documents and minute taking as required.
- Liaise with Officers and Police staff to work towards an agreed product outcome with complex visually recorded interviews, witness accounts and covert material.

**Further comments**
- The role holder will either be primarily responsible for the ASA tasks or primarily responsible for the typist tasks. Role holders will be required to fully cover the other tasks when necessary.
- Equipment:
Word Processor - MS Word, MS Excel, PowerPoint, PeopleSoft.
Audio equipment.
Light pro and Laptop.
- Contacts: Chief Officer Support staff, Heads of departments and Commanders, Senior Managers throughout the organisation, Directors/Heads of OCUs from other Police Forces, external organisations.
- Will also work with others in similar roles to provide cover/resilience for times of temporary abstraction (e.g. cover for annual leave).
- The role holder will be required to work with little supervision and will have regular liaison with officers and staff in SEROCU in relation to transcripts and statements.

**Required knowledge/skills**
Essential
- Good standard of education, excellent literacy and numeracy skills, with good communication and technical skills at all levels (e.g. NVQ Level 1 in Administration/Customer Services, equivalent or proven experience in a similar environment).
- Proven interpersonal skills and the ability to promote professional working relationships with personnel at all levels. This skill will have been developed in a demanding office environment where they will have regularly demonstrated discretion, tact and diplomacy, multi-tasking, enthusiasm, initiative and flexibility.
- Proven ability to work to deadli

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