Branch Operations Assistant

To provide effective operational, administrative and front of house support to Sussex Police Federation. The role will be responsible for managing vending facilities across Sussex Police Stations and assisting with a range of branch activities and projects. The postholder will also act as the first point of contact for members, visitors, and external partners, ensuring a professional and welcoming service while supporting the efficient day-to-day operation of the Branch. Vending and Facilities Management Manage and maintain branch vending machines, ensuring they are fully stocked, clean, and operational. Monitor stock levels and arrange the ordering and replenishment of products. Maintain accurate records of stock and sales where required. Liaise with suppliers regarding orders, deliveries, and equipment maintenance. Report faults and arrange repairs or maintenance as necessary. Support the management of office supplies and consumables. Reception and Member Services Act as the first point of contact for members, visitors, contractors, and stakeholders. Provide a professional, courteous, and welcoming reception service. Answer and direct telephone calls, emails, and enquiries appropriately. Receive and distribute mail and deliveries. Maintain reception and public areas to a professional standard. Assist members with general enquiries and direct them to the appropriate Federation representative or staff member. Administrative Support Provide administrative support to the Branch Secretary and Branch Officers. Prepare correspondence, reports, meeting papers, and other documentation. Maintain accurate records, databases, filing systems, and member information. Assist with diary management, meeting arrangements, and room bookings. Support the organisation and administration of branch events, meetings, and training sessions. Process invoices, orders, and other administrative transactions as required. Assist with data entry, record management, and routine office tasks. General Branch Support Assist with the promotion of branch services, member benefits, and initiatives. Support projects and activities undertaken by the Branch. Contribute to the smooth and efficient operation of the Federation office. Undertake other duties appropriate to the grade and responsibilities of the role. In addition, you will be required to carry out such duties as may reasonably be required. Is comfortable undertaking a hands-on role involving regular manual handling activities. Is able to safely lift, carry, and move stock, equipment and supplies between locations. Adheres to safe working practices and manual handling procedures at all times. Can drive a manual vehicle Is sufficiently computer literate to enable standard data input, retrieval and interrogation of Microsoft databases and standard software. (including Outlook, Word, Excel, PowerPoint and Access). Has experience of competing priorities, working under pressure and to tight deadlines. A demonstrable ability for accuracy with significant attention to detail, having regard to typing, minute taking, filing and preparation of other paperwork in a timely manner. The ability to demonstrate previous experience of handling highly confidential and sensitive material and information. Strong interpersonal and communication skills. able to deal with customers verbally and via email effectively. An effective telephone manner and is capable at taking accurate messages and highlighting and escalating priorities. Excellent Customer Service manner with a strong focus on members satisfaction, showing empathy, diligence and care when dealing with queries. The ability to work on their own initiative. Team Player – Able to work well as part of a small team. Organisational skills and can prioritise work as demands change. Managing office supplies stock and placing orders. We offer multiple benefits to our employees including: private healthcare, enhanced pension contribution, enhanced leave, employee assistance program, free onsite parking, 26 days holiday (increasing with length of service), mental health clinics, support for continuous professional development, employee discounts and more…. *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.