International Police Association, Section UK

Ref: JD Member Services Rep & Office Administrator. Version 2015.

International Police Association, Section UK.

Job Description.

Member Services Representative & Office Assistant.

Salary Scale. 20 hours per week, @ £8.75 per hour. (Mon –Thurs 9:30 – 3:00)

Based at IPA HQ Section UK, West Bridgford, Nottingham

Accountable to: an appointed member of the National Executive Committee

Responsible for: Members Services and Office Administration.

Job Purpose

1. / As a member of the Management Team the post-holder will have the
following responsibilities:
1.) To serve as a direct point of contact for members.
2.) To be responsible for ensuring that all enquiries receive the highest quality level of service or help.
3.) To be responsible for supplies and office administration duties.
4.) To be responsible for the maintenance of key member benefits.
5.) To uphold the values of the International Police Association.

DUTIES AND RESPONSIBILITIES>

2. / The post-holder will:
1.) To interact with members to provide information in response to enquiries about the IPA or its services.
2.) To handle initial complaints from members and resolve problems in a timely manner.
3.) To help members decide which types of services would best suit their requirements, e.g. how to join IPA, how members should make contact overseas. etc.
4.) Complete member’s transactions and maintain records on Memberbase.
Examples include:
a.) Process all application forms whether electronic or in paper form to join the association;
b.) Process travel forms and act as a point of contact with other Member Sections;
c.) Management and dispatching of supplies whilst maintaining all associated paper work and creating new ideas of supplies;
d.) Make changes or updates to member’s profiles as required including bank details.
e.) Update information regarding changes to Branches, Regions and Specialist Interest Groups.

PRINCIPAL ACCOUNTABILITES.

3. / 1.) To be a Key- Holder of IPA HQ.
2.) To act as a signatory in financial matters in order to pay wages, expenses and any bills as required.
3.) To be committed and participate in the IPA annual performance process and take responsibility for identifying your own development needs.
4.) To help with any other duties as directed by the National Executive Committee (NEC).
5.) To assume day to day responsibility for:
a.) Ensuring an adequate supply of office stationary and other materials are available.
b.) Processing mail and dealing with correspondence appropriately.
c.) To assist with IPA promotions and hospitality as directed.
d.) To assist in the maintenance of the information resource at IPA HQ.
e.) To update and process a variety of data or files to ensure information is provided that is up-date, relevant and accessible in a professional format whilst complying with the principles of the Data Protection Act 1998.
f.) To distribute information and material to members via Memberbase such as the “Triple MMM”, new member updates etc.
g.) Act as a point of contact with Committee members regarding Memberbase guidance or other issues.
h.) To provide news/ information to add/edit on the website and follow up on events for articles of news.
i.) To acknowledge and keep a record of requests.
j.) To resolve failed email occurrences and give email access to members.
k.) To undertake other administrative tasks in support of work colleagues at IPA HQ and provide holiday/sickness cover as required.

PERSON SPECIFICATION

Communications Administrator

Essential Skills/Experience

· Proficient in MS Office and relevant IT skills

· Competent in Photoshop and Quark (or equivalent DTP program).

· Excellent oral and written skills

· Strong presentation skills

· A good balance of creative and analytical skills

· Ability to multi-task and work to deadlines

· Meeting targets and budgets

· Ability to work in a team

· In possession of, or working towards a professional marketing qualification

Desirable

· Experience in a PR/journalist role

· Experience of co-ordinating events.

· Working with databases

· Experience of working in a membership / not for profit organisation

NB - This job description only contains principal accountabilities relating to this post and does not describe in detail the duties required to carry them out.

It is essential the post-holder works as part of a team at IPA HQ – Section UK and helps with other duties as and when required on occasion when there is absence of another staff member to ensure a high level of service is maintained.

Supervision

The post-holder will be supervised by a member of the NEC although the post holder will be expected to operate with a minimum amount of supervision due to the remote management structure of the NEC.

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