Job Description

1. Pre-deployment Preparations

Administrators must work collaboratively with officers to complete the set-up checklist. This is essential to ensure those travelling have completed all mandatory groundwork, including but not limited to, financial, health and wellbeing matters. This may include delivery of induction training presentations.

Language training is offered in countries where English is not the first language. Administrators must maintain accurate records of expenditure, such that spending limits are not exceeded. Training may start pre-deployment and continue once posted.

2. Financial Reconciliations

Officers submit financial returns (from Barclaycard and/or their sterile bank account) on a monthly basis. Following stringent verification procedures, returns are checked and submitted to a Team Leader for review. Missing information and queries must be resolved by the Administrator, prior to approval.

Post-authorisation, Administrators liaise with SSCL to ensure payments are reconciled to the officer’s account. All expenditure is logged centrally to provide management oversight; this spreadsheet is maintained by the Administrators.

3. Post-deployment Shutdown

When deployments end, officers must be ’shutdown’ following a set checklist to ensure all financial matters are closed, IT/equipment/passports are returned, allowances/medical insurance are discontinued, debriefs are organised etc. This must be proactively commenced when an end date is known and actioned as quickly as possible when the officer has returned to the UK.

4. Annual Leave and Duties

Administrators must keep accurate records of officers’ duties, travel requests and leave, linking in with regional leads for authorisation and the Duties mailbox for CARM updates. This includes maintaining personal flight entitlement registers, ensuring travel requests are logged and the State reflects officer movements.

5. Vehicle Records

Where SO15 pays for a business vehicle, Administrators must maintain vehicle details, mileage records and ensure MPS drivers adhere to policy with respect to eyesight tests, NCALT training and DVLA checks (the latter requires line manager verification).

6. Administrative Mailbox Monitoring

The NST team mailbox is checked throughout the working day. Administrators are assigned monitoring duties to ensure officers receive prompt responses to their queries and requests.

7. Knowledge

Administrators must maintain up to date knowledge of the Scheme’s Terms and Conditions to provide advice to officers and ensure adherence to policy, (particularly with reference to financial reconciliations and entitlements). Familiarity with the medical insurance policy and removal processes is essential.

8. Folder Maintenance

Officers’ folders must be organised consistently (following a set template) to allow information to be easily located. Emails related to any key decisions and approvals must be stored.

Required Knowledge, Skills, and Abilities