Administrative Officer

HIGHLAND RESERVE FORCES AND CADETS ASSOCIATION

ADMINISTRATIVE OFFICER

GENERAL

Administrative Officer

E1 Grade

Permanent Support Staff (PSS)

Job Purpose: Delivery of administrative support to 1 Highlanders Army Cadet Force (ACF).

Applications are invited for the post of a Full Time Administrative Officer (AO) with the 1st Battalion The Highlanders ACF. This is a Crown Servant Grade E1 post, that will be available from May 2025, as an employee of the Highland Reserve Forces’ and Cadets’ Association (HRFCA). You will work from the Battalion Headquarters, HRFCA Sub-Office, Gordonville Road, Inverness, providing administrative support to the 1st Battalion The Highlanders ACF.

Applicants coming from an Armed Forces or Cadet Force background with office-based administrative experience would be advantageous; however, all applicants with suitable experience and transferable skills will also be considered. The appointment calls for a good knowledge of office-based administrative procedures, the ability to communicate effectively and handle routine correspondence diplomatically through positive inter-personal skills, learn new systems and processes quickly whilst working with the minimum of supervision, be organised, and have a good understanding of numeracy and computer literacy. Line management is through the Cadet Executive Officer (CEO).

Prior to appointment, you will be required to be Security Checked (SC) and to have membership of the Protecting Vulnerable Groups (PVG) Disclosure scheme via Disclosure Scotland, Central Registered Body in Scotland (CRBS). The starting salary is £26,235 per annum based on a 37-hour 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. You 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. You will reside within reasonable commuting distance of Inverness and serve a 6-month probationary period in the first instance, after which HRFCA may confirm as a permanent position.

Applicants should forward a CV comprising no more than 2 pages, which should include the name, address, email, and phone number of two referees, and a covering letter demonstrating how they meet the essential requirements of the position.

General Description of Role:

Responsible to the Cadet Executive Officer (CEO) for delivering office administration in support of 1 Hldrs ACF.

PRINCIPAL AREAS OF ACCOUNTABILITY/TASKS AND DUTIES:

Description of Primary Tasks

1. Process Cadet and CFAV course applications.
2. Using MOD and HRFCA Travel booking systems, book travel and accommodation requirements including air, rail, and ferry travel for PSS, CFAV, and Cadets.
3. Through 51X Cadets Branch, book hire vehicle requirements.
4. Process PSS and CFAV Travel Claims and subsistence.
5. Through Westminster MIS, maintain Cadet personal records and Adult qualifications.
6. Maintain and issue APC and Cadet First Aid certificates and badges.
7. Process CFAV ID Card applications.
8. Assist with the production, distribution, and publishing of BROs.
9. Process payment of invoices as necessary.
10. Book Training facilities and Ranges using BAMS.
11. Administer and book Training on Private Land (TOPL).
12. Administer the Arms and Ammunition movement and PME processes.
13. Prepare, collate, and check Annual Camp documentation.
14. 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.
15. Have a working knowledge of the AO1 responsibilities deputising when they are absent.
16. 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:

1. Be prepared to carry out other duties commensurate with competencies held and the grade of this post.
2. 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:

1. Experience in an office environment.
2. Proven organisational ability and attention to detail.
3. Excellent interpersonal skills together with proven ability to work in a small team.
4. Familiarity with Microsoft Office applications, in particular Word and Excel.
5. Current full driving licence.

The closing date for applications is midday on Thursday 17 April 2025. The Interview date will be notified in due course but is likely to be the week starting 28 April 2025. Interviews will be held at 1 Highlanders ACF Headquarters, HRFCA Sub-Office, Gordonville Road, Inverness, IV2 4SU.