Part-Time Office Administrator

Description

To assist in the smooth and efficient running of the Branch Board Office, with a strong focus on delivering excellent customer service to Police Federation members, representatives, retirees and South Yorkshire Police Group Insurance Scheme (SYPGI) members.

The role provides proactive, comprehensive and confidential secretarial and administrative support to the Office Manager, Chairman, and Secretary, ensuring all matters are handled professionally, discreetly and to a high standard.

Hours of Work

This role is part-time, working 21 hours, over 3 days per week.

• Contracted working days will be agreed at the point of appointment.
• Any changes to agreed working days must be arranged in advance, with appropriate notice.
• The first six weeks of employment will constitute an initial training period. During this time, working days will be Tuesday, Wednesday and one other agreed day.
• Following the successful completion of the training period, normal working days will be Wednesday, Thursday and Friday, working 08:00–16:00.

Key Responsibilities

Member Services & Administration

Act as the first point of contact for members, retirees and representatives, ensuring enquiries are logged accurately on relevant databases and escalated to the appropriate Federation representative where necessary.

• Maintain and update member, retiree and insurance databases to ensure accuracy and timely delivery of notifications and benefits.
• Inform payroll of police officer starters, leavers, maternity leave, returns to duty and changes to Federation contributions.
• Administer Federation contributions, ensuring contribution rates are accurately reflected on databases and payroll systems.
• Ensure transferees joining the Force are contacted and provided with welcome information packs.
• Collate and distribute new recruit information packs and update records accordingly.

Group Insurance Scheme (Serving and Retired Officers)

Administer the Police Group Insurance Scheme in its entirety on behalf of the Insurance Company.

• Reconcile Group Insurance memberships to ensure subscription records align accurately with payroll.
• Carry out account’s reconciliation for officers’ Group Insurance contributions.
• Act as a key point of contact for SYPGI online member services.
• Liaise with the Group Insurance provider regarding member queries, changes and policy administration.

Office & Secretarial Support

Assist the Office Manager with the smooth day-to-day running of the Branch Board Office.

• Act as a point of contact in the Office Manager’s absence.
• Maintain efficient filing and document management systems, including correspondence, records, photocopying and shredding.
• Provide secretarial support to senior office holders which may include notetaking, minute preparation and diary coordination where required.
• Liaise with Federation representatives and provide relevant updates to the Office Manager, Secretary and Treasurer.

Finance & Events Administration

• Assist with financial administration, including processing invoices, representatives’ expenses and maintaining expenditure records and spreadsheets with relevant cost codes.
• Support the Finance function with basic accounting and reconciliation tasks.
• Arrange and coordinate events including:
  • Pre-Retirement courses (quarterly)
  • National Police Memorial Day (including liaison with families, hotels and travel arrangements)
  • South Yorkshire Police Bravery Awards
  • Welfare initiatives and SYPGI‑related events (may include travel)
• Manage bookings for Federation holiday properties and liaise with service users and providers.

Partnership Working

• Liaise with partner agencies and organisations that provide welfare and support services to members.

*Please note that these duties and responsibilities are not exhaustive and may be changed from time to time in line with the reasonable requirements of the Police Federation and as directed by the line manager, on behalf of the Head of Department.

*Applicants are advised to apply early as we reserve the right to close the advert prior to the advertised closing date should we receive a large number of applications.

Skills, Knowledge and Expertise

Essential

Excellent organisational and time-management skills.

• Strong working knowledge of Microsoft Office, including Outlook, Word, PowerPoint and Excel.
• Ability to work autonomously with minimal supervision.
• Proven ability to work under pressure with high levels of accuracy and attention to detail.
• Excellent note-taking skills with clear, structured layout.
• Proactive approach with a willingness to seek improvements and new ways of working.
• Clear understanding of confidentiality, integrity and data protection requirements.
• Excellent interpersonal and communication skills; confident, diplomatic and professional when dealing with internal and external stakeholders.
• Strong customer service ethos with a focus on member satisfaction.
• Flexible approach to working hours to meet office and operational needs.
• Willingness to undertake further training and development.

Desirable

Experience working within a member services organisation.

• Previous experience working with accounts, spreadsheets or basic bookkeeping.
• Familiarity with shared diary management (Outlook).
• Knowledge of accounting software (e.g. Xero) or willingness to train.

Benefits and Additional Information

Free on-site parking

• Complimentary membership of the National Police Healthcare Scheme, including access to private medical insurance
• Complimentary membership of the South Yorkshire Police Group Insurance Scheme – Mobile Phone Insurance, Family Travel Insurance, £120k Life Insurance, Motor Breakdown Cover (UK and Europe) plus many more added family and partner benefits.
• Membership of the Police Federation of England and Wales (PFEW) Pension Scheme, with an 8% employer contribution
• Vetting

Any offer of employment is subject to successful vetting through South Yorkshire Police.

Annual Leave

• 25 days’ annual leave, pro‑rata for part‑time staff.
• Annual leave entitlement increases by one additional day per year, up to a maximum of five additional days based on length of service. (Maximum 30 days)

Recruitment Process

• This vacancy will be advertised on the South Yorkshire Police Jobs Board and advertised through Police Federation of England and Wales.
• Closing date for applications: 29 May 2026
• Interviews will take place after the closing date.

The Police Federation of England and Wales is the staff association representing 150,000 police officers and special constables up to and including the rank of chief inspector. We have a statutory obligation to ensure the views of our members are accurately relayed to government, opinion formers and key stakeholders. To ensure this we measure the work we do and what we seek to achieve against our organisational aims and objectives.