Position Overview
The Association of Higher Civil and Public Servants (AHCPS)
is seeking a reliable, detail-oriented
Administrative Assistant
to support the efficient running of its day-to-day operations. This is a core administrative role, reporting directly to the General Secretary and may also involve functioning as a Personal Assistant to the General Secretary.
The successful candidate will play a central role in supporting membership processing, office management, event organisation, and administrative communications.
Key Responsibilities
Membership Administration
• Process new membership applications, approvals, and resignations.
• Maintain accurate membership records and the roll of members.
• Prepare payroll deduction notifications for NSSO and non-NSSO employers.
• Track confirmations of deductions and follow up on unresolved entries.
• Support periodic audits and assist with membership reporting.
Database Entry & Record Management
• Enter approved membership data into the association's database accurately and promptly.
• Maintain physical and digital filing systems in compliance with GDPR.
• Support the data migration and cleansing process for future CRM system implementations.
Office & Executive Support
• Provide day-to-day administrative support to the General Secretary, including diary management, correspondence, and travel arrangements.
• Monitor and manage the inbox and direct queries as appropriate.
• Coordinate internal communications and documentation.
• Assist in document preparation for meetings and maintain proper filing of reports, agendas, and minutes.
Event & Member Engagement Support
• Assist in organising logistics for the Annual Delegate Conference (ADC), recruitment events, and training days.
• Maintain updated branch contact directories.
• Provide administrative support for communications to branches and the Executive Committee.
Person Specification
Essential Skills & Experience
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Experience in general administrative roles.
• Excellent organisational and time management skills.
• Strong attention to detail and accuracy.
• Ability to manage confidential information appropriately.
• Good written and verbal communication skills.
Desirable Attributes
• Familiarity with payroll systems and NSSO procedures.
• Experience in a membership-based or trade union environment.
• Understanding of GDPR principles and basic compliance.
• Knowledge of or interest in trade union values and structures.
Our Commitment
AHCPS is committed to diversity, inclusivity, and professionalism. We value each employee's contribution and are dedicated to fostering an equitable working environment.