Office Administrator

Application Deadline: 20 February 2026

Department: Branch

Employment Type: Part Time

Location: Gwent

Reporting To: Office Manager

Compensation: £12,671 / year

Description

• To assist in the smooth and efficient running of the 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 Chair, Secretary and Office Manager in which all matters are dealt with professionally, discreetly and regarded as confidential.
• To provide guidance to serving and retired officers on matters relating to the Group Insurance Scheme 

Key Responsibilities

• Act as the first point of contact for members to ensure that their queries are logged on the database and escalated to the relevant Federation representative
• Responsible for organising and providing administrative support to all Branch meetings and events as directed by the Branch Secretary or Branch Chair i.e. invitations, agenda preparation, minutes, catering
• Organise and book in the most cost-effective manner travel and accommodation for the Branch Secretary, Chair, Treasurer etc.
• Maintain digital filing systems, recording of cases via tracker, spreadsheet or similar and reporting these to the Branch Secretary/Office Manager as required
• Assist in updating the Retiree database and monitoring so that all retiree’s receive notification and benefits in a timely fashion and that payroll is advised where necessary
• Inform payroll of Police Officer starters and leavers, and update the database
• Assist with the administration of the Group Insurance Scheme for both serving and retired officers in its entirety on behalf of the Insurance Company.
• Administer Federation contributions so that contribution rates are accurate on database and for payroll.
• Ensure that the Federated members record, or database is updated with details of each member
• Responsible for collating and distributing New Recruit information packs as necessary and update the database
• Ensure that transferees to Gwent Police Force are contacted and receive a welcome pack
• Ensure that all administration is carried out regarding officers on, and returning from, maternity leave including database updates, payroll informed accurately, and liaise with the Group Insurance Company
• Carry out accounts reconciliation for officers contributions
• Circulate and advertise dates of the Police Money Matters Seminars on Force Intranet and Website
• To provide Police Regulation guidance to officers in line with the New Federation Representatives course
• Assist in the running of external partnership clinics, advertising and appointment booking
• Assist with the branch Injury on duty and long-term sick welfare programme 
• To undertake courses as directed by the secretary to ensure continuous professional development

Skills, Knowledge and Expertise

• 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
• 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
• Previous expereince of working in a confidential environment and demonstrating empathy 

Benefits