Admin & Finance Assistant

Job Description

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. 

In this role your main responsibilities will be:

  • To maintain the CTPSW covert accounts, ensuring accurate financial record keeping whilst maintaining the integrity and security of the information. To assist with queries or actions that arise from the annual audit of the CTPSW covert accounts. 
  • To provide a diary management/PA function to the Head of the Unit, arranging meetings etc as required. To book travel arrangements and accommodation for CTPSW staff and to check and code invoices in line with force practice. To organise video conferencing facilities     as required.
  • To regularly update personnel files with emergency contact detail. To issue welcome packs to all new employees of CTPSW, ensuring the content is required and update as required. To liaise with the appropriate manager to maintain accurate structure charts for the Unit.
  • To be responsible for all CTPSW purchase orders, ensuring goods have been received on SAP and chasing deliveries/credits with the relevant company.
  • To check payroll entries against operational costing sheets, updating as appropriate. To distribute, balance and reconcile the CTPSW petty cash.
  • To check 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.
  • To accurately input data and maintain records on the National Covert Asset Management Database, producing reports as required by NCTPHQ and for the year end.
  • To issue personal equipment to CTPSW staff through the Asset Management system, carrying out regular audits of recorded equipment and arranging disposals as necessary.
  • To provide 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.
  • To 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.
  • To liaise with Regional Forces in respect of seconded officers and operational costing and preparing purchase orders as appropriate for their reclaim. 

Skills & experience required:

  • IT and database skills, including being proficient 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 their approach to tasks.
  • Previous experience of diary management, arranging meetings for senior managers, financial administration and a knowledge of the Government Protective Marking Scheme (GPMS) are 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.

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.

About us

Diversity is a strength and individuality is an asset.

We recognise the benefit different life experience and perspectives can bring.

We are on a journey to become the most inclusive police force in the country. 

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