This role, as part of a small team, provides an administration and financial support function to a national unit, regionally based within the South West. The role requires accurate financial record keeping, maintenance of accounts as well as instigating financial records including the raising of purchase orders. The role also provides a customer service based function to our internal colleagues assisting with queries and providing general administrative support as well as a diary management / PA function to our Head of Unit.
Responsibilities
* Provide a diary management/PA function to the Head of the Unit, arranging meetings etc as required.
* Book travel arrangements and accommodation for CTPSW staff and check and code invoices in line with force practice.
* Organise video conferencing facilities as required.
* Regularly update personnel files with emergency contact detail.
* Issue welcome packs to all new employees of CTPSW, ensuring the content is required and update as required.
* Liaise with the appropriate manager to maintain accurate structure charts for the Unit.
* Be responsible for all CTPSW purchase orders, ensuring goods have been received on SAP and chase deliveries/credits with the relevant company.
* Check payroll entries against operational costing sheets, updating as appropriate.
* Distribute, balance and reconcile the CTPSW petty cash.
* Check manual overtime claims for accuracy, allocating the appropriate rate of pay and budget codes and updating the costing spreadsheets.
* Balance credit card statements against receipts, allocating a budget code and calculating the VAT element.
* Ensure all deposit monies are receipted and coded.
* Issue personal equipment to CTPSW staff through the Asset Management system, carrying out regular audits of recorded equipment and arranging disposals as necessary.
* Provide advice and guidance on admin and finance procedures to the regional staff and deal with enquiries as appropriate.
* Provide cover for the Reception/Admin Support Clerk role as required.
* Check driving licences and insurance of CTPSW staff to ensure they are authorised to drive police vehicles or to use their own vehicles for business purposes.
* Liaise with Regional Forces in respect of seconded officers and operational costing and preparing purchase orders as appropriate for their reclaim.
Qualifications
* IT and database skills, including proficiency in the use of MS Office packages, including Excel and Outlook.
* Previous administration experience in a customer‑facing environment is essential.
* A working knowledge of the Data Protection Act and experience of managing petty cash, together with excellent verbal and written communication skills are essential for the role.
* Experience of working in a sensitive and confidential environment and liaising with both external and internal organisations/customers is essential.
* The ability to meet deadlines, prioritise work and be proactive in the approach to tasks.
* Previous experience of diary management, arranging meetings for senior managers, financial administration and knowledge of the Government Protective Marking Scheme (GPMS) is desirable.
Additional Information
To be eligible to apply for this role you must have a five-year "checkable history" in the UK – ideally this means that you would have been resident in the UK for the last five years. Applicants must hold or be prepared to undergo National Security Vetting (NSV) Security Check (enhanced) (SC(e)) level before taking up the post; with a willingness to undergo Developed Vetting (DV) once in post, if required. This post requires British nationality (some dual nationals may be ineligible) and an Enhanced Security Check (eSC)/Developed Vetting (DV) clearance.
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