Wiltshire Police Federation are recruiting for a Part-time Office Manager to join our small and friendly team.
This role is a part-time position, working 25 hours a week, covering 5 hours a day. The core hours that we are looking to be covered are 09.30 to 14.30.
- To assist in the smooth and efficient running of the Wiltshire Branch Board Office with a strong focus on customer service for Police Federation members and representatives
- To provide a pro-active, complex and comprehensive administrative support to the Branch Secretary and Branch Chair in which all matters are dealt with professionally, discreetly and regarded as confidential.
- To proactively develop and promote Branch services to members.
- You will often be the first point of contact for members who are going through traumatic life events or difficulties in their personal and / or professional working life.
-
Greeting and booking in visitors at Reception
- Receive, record, and prepare routine correspondence (emails, letters, telephone enquiries etc), from Wiltshire Police Federation customers
- Responsible for the maintenance and monitoring of the Branch database (CMS) for all correspondence and important, current and frequently used documents in line with GDPR.
- Point of contact for members ensuring that all queries are logged and signposted to the relevant Federation representative.
- Dealing/liaising with enquiries from Federation Representatives and updating the Secretary accordingly.
- Act as a point of contact for member support services and administer marketing emails.
- Work in partnership with the Secretary and necessary stakeholders to coordinate a supportive team approach, which meets legislative requirements, focusing on the needs and necessary support of the member.
- Administer information and claims for Wiltshire’s Federation Group Insurance Scheme, including a good knowledge of the scheme.
- Management of the Branch mailboxes and responsible for the inbox workflow and allocation from members to representatives via Teams
- Maintenance and administration of the Wiltshire Police Federation website.
- All minute taking as and when requested by the Secretary along with distribution of any agendas and minutes.
- Responsible for the management of maintenance of the branch office including IT and stationery.
- Having a working understanding of police regulations and internal policy and procedure within Wiltshire Police.
- Maintenance of efficient filing, photocopying and shredding.
- Responsible for managing the Branch administration budget i.e. marketing, invoicing of stakeholders and partners.
- Responsibility for overseeing subscriptions and the associated paperwork.
- Management of meeting room bookings
- Organisation of the calendars for the Secretary and Chair in relation to arranging meetings and appointments
- Keeping a record of bookings for any surgeries/roadshows/events
- Process joining and cancellation forms for Reps
- Any other relevant duties as directed by the Branch Secretary.
-
Previous administration experience.
- Professional, courteous and able to work confidentially and with integrity.
- Able to build relationships and work as part of a team.
- Well organised, good attention to detail, demonstrate initiative and have experience of and ability to work under pressure.
- Be proactive in seeking out work and contribute to the efficient running of the office.
- Ability to plan and prioritise workload to meet demand and work with little intervention.
- Confident IT skills
- Willingness to undertake training in relation to Federation products, procedures, structures, and key areas of business
Please note, the successful candidate will be subject to Police Vetting (NPPV Level 2).
- Applicants are advised to apply early as we reserve the right to close the advert prior to the advertised closing date should we receive a large number of applications.
We offer multiple benefits to our employees including competitive salary, private healthcare, enhanced pension contribution, enhanced leave, employee assistance program, free onsite parking, 26 days holiday pro rata (increasing with length of service), mental health clinics, support for continuous professional development and employee discounts.
The Police Federation of England and Wales is the staff association representing 150,000 police officers and special constables up to and including the rank of chief inspector. We have a statutory obligation to ensure the views of our members are accurately relayed to government, opinion formers and key stakeholders. To ensure this we measure the work we do and what we seek to achieve against our organisational aims and objectives.
