Our client based in Kent are currently recruiting a Correspondence Officer to provide an effective and efficient administrative support service to the Police & Crime Commissioner (PCC), including handling all correspondence, emails and FOI requests addressed to the PCC, the management of the email account, maintaining records and drafting initial responses, in order to ensure the provision of efficient business support and provide a high quality standard of service.
Duties to include but not limited to:
- Receive, document and respond to written correspondence addressed to the PCC, allocating documentation to other team members, researching information, briefing and advising staff on new trends, matter of media interest or drafting initial responses on behalf of the PCC for her/him to approve and sign, ensuring the provision of effective and timely support.
- Organise, operate and maintain the PCC correspondence email account and database, documenting and allocating correspondence to relevant officers to ensure the enquirer receives a comprehensive and timely response which fully complies with all relevant legislation e.g. data protection act etc.
- Conduct regular audits of any outstanding correspondence, identifying urgent matters that need addressing and progress responses, both with the OPCC and the Force to ensure continuity and that deadlines and expectations are met and provide statistical information to the Correspondence and Office Manager.
- Directly support the Correspondence and Office Manager, and deputise in their absence, ensuring continuity of services for the work in the Correspondence Department and provide ongoing support to all other OPCC departments, assisting with their work streams when necessary to ensure an efficient and effective support service.
- Maintain and develop good working relationships with the Force Correspondence Team in order to ensure cooperation, exchange of information and development of good working practices between the OPCC and the Force.
- Record, research and collate information for the Correspondence and Office Manager to assist with Freedom of Information requests, ensuring compliance with the Freedom of Information Act, referring as appropriate and highlighting any deadline or other relevant issues.
- Act as first point of contact for switchboard and frontline communications, including external emails, hard copy correspondence and reports, and telephone calls using discretion to provide appropriate advice and assistance to callers, assessing any risks and make quick decisions when required. Take messages as appropriate for the PCC’s Office in order to support the smooth running of the Office, includes the effective use of email to distribute the messages etc. and cover telephone calls for other staff in their absence.
- Organise and maintain administrative systems and procedures for the Office, to ensure that documentation, information and files both manual and electronically stored can be appropriately and readily retrieved at any time. This will include maintaining and developing computerised databases e.g. asset registers, inventories, etc. in accordance with Data Protection requirements, ensuring the subsequent easy retrieval and the maintenance of efficient office systems.
- Undertake a full range of general administrative services for the Office of the Kent PCC, including word processing, compiling presentations, circulate and copy documents as appropriate etc., in order to enhance internal and external communication and support the continued provision of an effective and efficient support service for the PCC.
- 5 years worth of Solid employment reference details.
- The Correspondence Officer should have a general education standard to 5 x GCSE level or equivalent standard and at least 2 years previous office experience ideally in policing or the criminal justice system.
- The post holder is required to organise and prioritise their own workload and strong organisational skills are therefore required, together with the ability to work under pressure in order the achieve deadlines.
- The post holder will possess strong problem solving skills in order to be able to deal with a wide range of queries, including those that are potentially complex and unclear. The post holder will also have the ability to organise their workload effectively to ensure deadlines are met.
- Good administrative skills, accuracy, attention to detail together with a methodical approach are vital. Experience of maintaining filing and record systems is desirable.
This is a Temporary role but could possibly become permanent
Please note only candidates eligible to work in the UK will be considered