2 Admin / Secretarial / PA, Admin jobs in St Andrews, Fife

HIGHLAND RESERVE FORCES AND CADETS ASSOCIATION

ADMINISTRATIVE OFFICER

Administrative Officer

Job Grade:     E1 Grade

Department:   Permanent Support Staff (PSS)

Report To:      Cadet Executive Officer (CEO)

Job Purpose:  Delivery of administrative support to Angus and Dundee Army      Cadet Force (ACF)

General Description of Role

Responsible to the Cadet Executive Officer (CEO) for delivering office administration in support of Angus and Dundee ACF.

PRINCIPAL AREAS OF ACCOUNTABILITY/TASKS AND DUTIES:

Description of Primary Tasks

Administration:

(1)          Answer general telephone enquiries and process routine / recruiting enquiries.

(2)          Process Cadet Force Adult Volunteers (CFAV) ID Card applications.

(3)          Liaise with Defence Vetting Agency to process PVG applications.

(4)          Process course applications for both Cadets and CFAV.

(5)          Book all necessary travel and accommodation using MOD and HRFCA Travel booking systems.

(6)          Through 51X Cadets Branch book hire vehicle requirements for courses.

(7)          Process Permanent Support Staff (PSS) and CFAV Travel Claims and subsistence.

(8)          Through Westminster MIS, maintain Cadet and CFAV personal records and qualifications.

(9)          Assist with the production, distribution and publishing of Routine Orders.

(10)       Process payment of Invoices on Symphony as necessary.

(11)       Prepare, collate and check Annual Camp documentation.

(12)       Carry out the role of JPA HR administrator and Career Manger on JPA and in particular:

a.        The processing of Volunteer Allowance.

b.        Creating new joiner records.

c.        Promotions and demotions.

d.        Striking off leavers

(13)       Along with the AO administer incoming and outgoing mail; including collection and signing for incoming mail and distribution to PSS, and ensuring correct postage using postage stamp reserves, as per weight guidelines, deliver and post to nearest public posting facility for outgoing mail.

(14)       Have a working knowledge of the AO1 responsibilities in order to deputise when they are absent.

(15)       Perform working routines that are compatible with safe working practices in accordance with Reserve Forces and Cadet Association (RFCA) Safety Health Environment (SHE) Policy Statement.

Other Duties

• Be prepared to carry out other duties commensurate with competencies held and the grade of this post.
• The discharge of the role, tasks and duties of this post will require the post holder to undertake occasional evening and weekend working, for which time off in lieu or overtime will be granted.

General Qualifications and Personal Attributes

Essential:

• Experience in an office environment.
• Proven organisational ability and attention to detail.
• Excellent interpersonal skills together with proven ability to work in a small team.
• Familiarity with Microsoft Office applications, in particular Word and Excel.

Desirable:

Current full driving licence.

VACANCY NOTICE

Highland Reserve Forces and Cadets Association (HRFCA) is an enabling organisation supporting the Army Reserve and Cadet units across the Highlands of Scotland. Funded by the Ministry of Defence, one of our key, and expending, functions is to provide Administrative and Logistic support to the Army Cadet Force (ACF), a vibrant national youth organisation.

An exciting opportunity has arisen for a Full Time Administrative Officer (AO) within HRFCA. Working from the Battalion Headquarters, Barry Buddon Training Camp, Carnoustie, the successful applicant will provide office administrative support to Angus and Dundee Battalion, Army Cadet Force. Applicants coming from an Armed Forces background with office appointments would be advantageous. Other applications that show suitable experience will also be considered. Through their inter-personal skills, deliver diplomatic G1 advice and support.

Those employed within HRFCA are Crown servants, and are looking for an organised individual with excellent numeracy, literacy and Information Technology skills, who is able to learn new systems quickly, working with the minimum of supervision and be capable of dealing with other military organisations. Line management is through the Cadet Executive Officer (CEO).

There is a requirement for security clearance and a satisfactory Protection of Vulnerable Groups (PVG) check. The starting salary is £26,235 per annum based on a 37hr week. You are entitled, on entry, to 25 days paid leave (excluding public and privilege holidays) in each year, rising to 30 days after 5 years’ reckonable service. Prior service with HM Forces or Other Government Department (OGD) will count towards reckonable service. Successful applicants will have the opportunity to join the Council of RFCA Pension Scheme subject to the rules of the scheme. The scheme is a Career Average Revalued Earnings (CARE) scheme, which has a personal contribution of 5% for members. 

Having a clean driving licence would be advantageous. The successful applicant will reside within reasonable commuting distance of Monifieth and serve a 6 month probationary period in the first instance after which HRFCA may confirm as a permanent position.

Job seekers who consider themselves as suitable candidates are invited to apply for this post.

Applicants should forward a CV comprising no more than 2 pages, nominating two referees, and send this with a covering letter demonstrating how they meet the essential requirements of the position and their wider motivation for the role

The closing date for applications is midday on Friday 25th April 2025. Interviews will be held at Barry Buddon Cadet Training Centre, Carnoustie, DD7 7RY week commencing 5th May 25 with a start date of Monday 5th June 2025.

A full Job Description can be obtained from the above on request.