Office Administrator & Executive Assistant

Application Deadline: 16 February 2026

Department: Branch

Employment Type: Full Time

Location: Hampshire Branch

Reporting To: Branch Secretary

Compensation: £32,960 / year

Description

• To assist in the smooth and efficient running of the Hampshire 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 Branch Secretary and Branch Chair in which all matters are dealt with professionally, discreetly and regarded as confidential.
• 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.

Key Responsibilities

• Maintaining a recording system for all correspondence and important, current and frequently used documents and the management of documents under 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.
• Management of the Branch mailboxes.
• Responsibility for reconciliation of Case Management System, main liaison between The Federation, Force Payroll department, People and Services Board and Hampshire County Councils Pensions services. 
• Maintenance and administration of the holiday cottage scheme and it’s website.
• Maintenance and administration of the Hampshire Police Federation website.
• Responsible for all aspects and administration of the Group Insurance Scheme, including a good knowledge of what is included.
• Responsible for new recruits’ paperwork.
• All minute taking as and when requested by the Secretary along with distribution of any agendas and minutes.
• Responsibility for ensuring the office is maintained including I.T and phone maintenance. 
• Having a working understanding of police regulations and internal policy and procedure within Hampshire & IOW police.
• Coordinating and having oversight of the Police Federation Welfare van
• Administering the welfare cottage and welfare applications including float therapy requests.
• Being the point of contact for Member support services and sponsors and administering marketing emails and social media posts.
• Supporting the Federations appearance and work at force families Day
• Arranging and co-ordinating the annual federation dinner alongside the secretary.

Skills, Knowledge and Expertise

• Experience working as a PA or secretary (or similar)
• Excellent organisational skills
• Good knowledge of MS office suite, Outlook, PowerPoint and Excel
• Ability to work 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 and able to demonstrate empathy and work confidentially  

Benefits