CTPSW Administration and Finance Assistant

An exciting opportunity has become available to become an Admin & Finance Assistant.

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 provides financial administration and general administrative support to the department, including the regional partners and to provide an efficient PA service to the Head of Department.

In this role, your main responsibilities will be:

• Maintaining the department accounts, ensuring accurate financial record keeping whilst maintaining the integrity and security of the information. 
• Assisting with queries or actions that arise from the annual audit of the accounts.
• Providing a diary management/PA function to the Head of the Unit, arranging meetings etc as required. 
• Booking travel arrangements and accommodation for departmental staff and to check and code invoices in line with force practice. 
• Organising video conferencing facilities as required.
• Regularly update personnel files with emergency contact detail.  To issue welcome packs to all new employees of the department, ensuring the content is required and update as required. 
• Liaison with the appropriate manager to maintain accurate structure charts for the Unit.
• Responsibility for all departmental purchase orders, ensuring goods have been received  on SAP and chasing deliveries/credits with the relevant company.
• Checking payroll entries against operational costing sheets, updating as appropriate.  To distribute, balance and reconcile petty cash.
• Checking manual overtime claims for accuracy, allocating the appropriate rate of pay and budget codes and  updating the costing spreadsheets.  To balance credit card statements against receipts, allocating a budget code and calculating the VAT  element.  To ensure all deposit monies are receipted and coded.
• Accurately input data and maintain records on the National Asset Management Database, producing reports as  required and for the year end.
• Issue of personal equipment to staff through the Asset Management system, carrying out regular audits of recorded equipment and arranging disposals as necessary.
• Providing advice and guidance on admin and finance procedures to the regional staff and deal with enquiries as appropriate. To provide cover for the Reception/Admin Support Clerk role as required.
• Checking driving licences and insurance of staff to ensure they are authorised to drive police vehicles or to use their own vehicles for business purposes.  To update TSD as  appropriate.
• Liaison with Regional Forces in  respect of seconded officers and operational costing and preparing  purchase orders as appropriate for their reclaim.

Skills, experience and qualifications required:

• Must have intermediate level IT and database skills, including MS Office packages Excel and Outlook.
• Experience in a customer facing environment.
• Working knowledge of the Data Protection Act.
• Experience of managing petty cash.
• Excellent verbal and written communication skills.
• Experience of working in a sensitive and confidential environment.
• Experience of liaising with both internal and external organisations/customers.
• Must have ability to meet deadlines, prioritise work and be proactive.
• Previous experience of diary management, arranging meetings for senior managers, financial administration and knowledge of the Government Protective Marking Scheme (GPMS) are desirable.

Working days and times to be agreed upon appointment of a successful applicant.

Does this sound like the role for you? Click the link below to apply.

Please note:

You must be a British citizen to work for the department. If you hold dual nationality, one component of which is British, you may also be considered. However, if successful, you may be asked to relinquish your non‐British nationality (and any entitlement you may have to a foreign nationality) as a condition of your confirmation of appointment with the department.  One of your parents should also be British or have substantial ties to the UK. In the latter instance; substantial ties means that your parent is a citizen of a British Overseas Territory, a Commonwealth citizen, US citizen, EEA citizen, British national or citizen overseas, and they would need to have demonstrable connections with the UK by way of family history or have been resident here for a substantial period of time. 

If you're already married to, or cohabiting with, a person who isn't a British citizen, you may still be eligible for employment at the discretion of the department. You should note however, that marriage to, or cohabitation with, a person who isn't a British citizen after appointment may, in some circumstances, result in the withdrawal of security clearance and subsequent transfer to another department, or (if this is not possible or the officer does not wish to transfer) dismissal. Each case will be considered on its merits, taking into account the ties between the person involved and the United Kingdom.

Work on a bank or public holiday as part of the normal working week will be compensated in line with conditions of service.