Senior Support Officer Job Description & Person Specification Appointment: Senior Support Officer Responsible to: Governance and Operations Manager Hours of Work: 37.5 hours per week Location: Leicester Main Purpose of the Job To support the Governance and Operations Manager (GOM) by providing a facilities and contract management service for the Head Office with secretarial and support services, a confidential administrative and event planning service in a professional, efficient and proactive manner. Role definition Primary Responsibilities Provide facilities and security management at the Association’s Head Office in Leicester. Assist the GOM with the administration of events and projects including the Annual Conference. Manage and coordinate health and safety at the Association’s Head Office including weekly fire alarm testing, evacuation drills. Maintain the Association’s health and safety incident and accident reporting schedule and associated documentation. Member of the Association’s health and safety committee. A key customer facing role to act as the first point of contact for the Association’s Support office and for internal liaison with the Secretary General and Executive Secretary, receptionists and GOM. Reception duty rotas and providing cover as required. Support in the preparation of paperwork for meetings, communicate and disseminate information. Maintain manual and computerised filing systems and stationery budget Manipulate and input into the Association’s database. Knowledge and Experience Point of contact for all building facilities issues and Head Office related contracts To ensure timely, accurate and efficient flow of correspondence and information to the GOM and senior staff as required. Health and safety arrangements for Head Office including risk assessments. To ensure that health and safety requirements (including fire safety and first aid arrangements) are communicated and managed effectively. Event planning and meeting preparation. Required to attend all mandatory training identified by manager or RAF Association. Expected to demonstrate a commitment to their own development, to take advantage of education and training opportunities and develop their own competence.
Person Specification Essential Desirable Knowledge and Experience Previous experience of Administrative work at a senior level. Understanding of charity structures. ECDL (Extra) or equivalent , or willing to work towards IOSH Managing safely or prepared to undertake Experience of undertaking risk assessments Previous experience of organising and administering events. Knowledge of the Royal Air Force, its structure and its history Awareness of the work of the RAF Association ECDL(Advanced) or equivalent Facilities management experience Communication and Relationships Excellent interpersonal and communication skills. Confident, friendly and efficient telephone manner, exercising a high level of customer care. High standard of written and spoken English. People Management Ability to deal with difficult situations diplomatically and tactfully. Supervisory or management experience Decision Making and Problem Solving Experience of managing contracts and contactors Self-motivated, proactive and comfortable using own initiative. Experience of managing a varied and demanding workload. Project management skills Financial & Physical Resources Responsibility Experience of budget management and resource allocation. Responsibility for Information Proficient use of Word applications and the Access database. User knowledge of CRM systems Working Conditions To be prepared to work, on occasions, weekends and evenings not normally worked, at RAF Association functions and events that take place throughout the UK To be prepared to undertake some unpaid overtime on occasions