Office Administrator

**An exciting opportunity, to work with a small friendly team, in a widely varied and engaging**roll.**

North Yorkshire Police Federation is looking to appoint a new team member in the capacity of Office Administrator, to work from their Knaresborough Office.

The hours are 25 hours per week over 5 days, Monday to Friday.
The salary is based on experience but closely follows police staff salaries at scale 4-5 and includes an excellent benefits package.

North Yorkshire Police Federation acts as a staff association for its members. We provide support and guidance to officers on wide ranging issues as well as various member services and welfare initiatives. The successful applicant will often be a first point of contact for officers experiencing challenging circumstances and a supportive disposition is essential.

**Key responsibilities are**:
Provide support to the 3 permanent members of staff.

Take incoming calls and signpost according to need.

Diary management, controlling the office calendar and managing commitments that change constantly.

Database records upkeep.

Schemes administrator, working closely with Insurance providers.

Processing sensitive and confidential data.

Upkeep of holiday properties - liaising with service users and providers.

**Key requirements are**:
Excellent knowledge of Microsoft Office packages.

Excellent communication skills - verbal and written.

Good numeracy skills.

Strong keyboard and administrative skills.
Previous experience of working within a confidential environment.

Ability to manage own workload and switch from one task to another at a moment’s notice.

Accounts experience desirable.

**PRIMARY FUNCTION**
- To assist in the smooth and efficient running of the North Yorkshire 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 Chairman and Secretary & Treasurer in which all matters are dealt with professionally, discreetly and regarded as confidential.
**RESPONSIBILITIES AND DUTIES**
- Supervision of the department and maintenance of efficient filing, photocopying and shredding. Maintaining recording system for all correspondence and important, current and frequently used documents.
- Act as a point of contact in the absence of the Chairman and the Secretary & Treasurer
- Responsible for providing excellent customer service to members and other visitors
- Act as the first point of contact for members to ensure that their queries are logged on the case tracker and escalated to the relevant Federation representative
- Responsible for assisting in the administration of the Group Insurance scheme
- Dealing/Liaising with enquiries from Federation Representatives and updating Secretary & Treasurer
- Assist the Secretary and Chair with financial matters, maintaining accounts information, expenses and office invoices.
- Organising the Chairman and Secretary & Treasurers attendance at all meetings/engagements ensuring that they are provided with all relevant supporting documentation in a timely fashion
- Some minute taking as and when requested by the Chairman and Secretary & Treasurer along with distribution of any agendas and minutes
- Responsible for maintenance and reporting of local trackers to the Chairman and Secretary & Treasurer and highlighting any high risks or red flags
- The managing and ordering of all office stationery
- The point of contact for 3rdparty companies/individuals who offer a service to the members
- Responsible for producing and updating information packs for new recruits and transferees.
**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.**

**PERSON SPECIFICATION - knowledge, skills and experience,**

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

- 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 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
It is desirable that the post holder also has the following:

- Worked within a member services organisation
- A knowledge of Data Protection and GDPR laws is also desirable

**Job Types**: Part-time, Permanent
Part-tim