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Administration Assistant

You will act as a first point of contact for all incoming visitors and provide professional administrative support to the Charity’s staff team.

Administration Assistant

This post holder provides acts as a first point of contact for all incoming visitors and provides professional administrative support to the Charity’s staff team. You will be organised and have attention to detail with knowledge and experience of using Microsoft packages. You will be a team player, with a positive, can-do attitude. You will have excellent interpersonal skills and be able to communicate effectively with people at all levels, both orally and in writing. The ability to develop and maintain relationships with office and home-based staff and a network of volunteers is essential as is a high level of empathy with the Charity’s beneficiaries. You will be able to effectively prioritise your workload, demonstrate a willingness to undertake other responsibilities and be able to work both independently and as part of a team.

The key details


Woking, Surrey

Reports to

Governance & Business Manager


£18,000 - £20,000 per annum

Direct reports


Hours and type

Full-time, permanent

Closing date

16th August 2019

The police find themselves in harm’s way protecting the public every single day, with some paying the ultimate price. The physical and psychological scars of policing take their toll on the men and women who keep us safe, and they carry those scars for life.

One in five police are suffering with PTSD right now. Those with Complex PTSD are also three times more likely to suffer with cardiovascular disease, and twice as likely to experience gastrointestinal issues and immune disorders, such as IBS and arthritis.

They daren’t ask for help for fear of ridicule, not being believed, or losing their job. This means they are suffering in silence with no end in sight, and no-one to talk to in confidence who can provide the help and care they need.

They will simply arrive at work, put on the uniform, and parade for duty before heading out into the unknown. 11 of them will be injured on duty today, 11 tomorrow, 11 the day after.

There are currently some 5,000 police officers who are off sick because of injury, and some 12,000 are on restricted duties. They have had their arm broken whilst restraining a violent criminal, been mown down by a drug driver who rammed their police car trying to evade arrest, been shot at because they were recognised as a police officer at the petrol station or are still trying to process the traumatic scenes that haunt their dreams.

Every two weeks, at least one police officer dies by suicide.

Police Care UK is the new name for the merged charities Police Dependants’ Trust and the National Police Fund, and our mission is to reduce the impact of harm on police and families.

Independent of government and the police service, we provide a confidential programme of practical, emotional, and financial support that:

  • Ensures everyone is aware of the harm police experience as part of their role;
  • Enables police and families to recover and rebuild their lives; and
  • Engages with the police service to do all it can to reduce or prevent harm.

We are on a strong and secure footing and committed to raising our profile and supporting more police to recover and rebuild their lives for a brighter future.

Our core values

  • CARING | Our approach is one built around understanding the difficult environment in which the police operate in. We demonstrate empathy, respect, and understanding in everything we do.
  • INDEPENDENT | We effectively support the service whilst being outside it. This means we can wholeheartedly champion the needs of our beneficiaries free from conflicts of interest.
  • OPEN | We share our expertise, experience, and resources with others because we understand that collaboration is the only way we can reduce the impact of harm on police and families.
  • RESPONSIBLE | We use our resources wisely to best support our mission, both now and in the future whilst upholding the highest ethical and professional standards possible.
  • INNOVATIVE | We constantly seek new ways to improve our working practices, support programmes, and welfare options to better support our beneficiaries so that they can recover and rebuild their lives for a brighter future.


Job description


  • Daily telephone and email enquiries dealing with inbound enquiries from a variety of contacts.
  • Regular data entry of correspondence to the Charity’s management systems.
  • Preparation of written correspondence such as thank you letters and invitations.
  • Administrative support to the various departments such assistance with volunteer recruitment and induction, the distribution of literature and collateral for the marketing and fundraising team.
  • Data entry to the purchase day book, fixed asset register, recording donations and gift aid.
  • Assist with the organisation of conferences, events and meetings for all departments.
  • Organisation of staff travel arrangements and checking of expense claims.
  • Maintaining and purchasing of office supplies.

Person specification


  • Essential
    • Database management (data entry, record management, report compiling)
    • Experience of administrative support to an office or person
  •  Desirable
    • Working in an advice giving or benevolent grant making organisation
    • Organising events

Skills and abilities

  • Essential
    • Good knowledge of Microsoft Office (Word/Excel/Powerpoint)
    • Excellent administrative and organisational skills
    • Ability to handle difficult enquiries sympathetically while promoting a positive, proactive image of the charity
    • Ability to build relationships with a range of internal and external stakeholders
    • Excellent written and verbal communication skills


  • Desirable
    • Understanding of policing in the UK

Qualifications / Training

  • Essential
    • Good standard of literacy and numeracy with excellent written and spoken english

How to apply

Application is by email, with a CV and cover letter as ATTACHED DOCUMENTS, and sent to hello@policecare.org.uk . Your submission should include how you meet the person specification, and demonstrate how you are able to fulfil the job description. This is the assessment criteria used.

Important dates

Closing date: 16th August 2019

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Reclaim Gift Aid

Gift Aid It!Add 25% more to your donation at no cost to you. A Gift Aid declaration allows Police Care UK to claim tax back on eligible donations. It means that for every £1 you donate to Police Care UK we can claim back 25p, at no extra cost to you.

By ticking the "Yes" box, I agree I would like Police Care UK to reclaim the tax on all qualifying donations I have made, as well as any future donations, until I notify them otherwise. I understand that if I pay less Income Tax and/or Capital Gains Tax than the amount of Gift Aid claimed on all my donations in that tax year I may be asked to pay any difference. I understand that Police Care UK will reclaim 25p of tax on every £1 that I give.

What is Gift Aid?

Gift Aid does not cost you a penny more, but can add an additional 25p to every £1 you donate. When Police Care UK receives a donation from a UK taxpayer, we're entitled to claim an amount of tax (calculated at the basic rate of income tax in that year) paid on that donation. Once you have given your permission for us to do this on your behalf, there is no need for you to do anything else.

All that is required is that you must be a taxpayer and that would have paid or will pay sufficient Income and/or Capital Gains Tax to cover all the Gift Aid claimed on all your donations in that tax year. Please note that it is your responsibility to pay any difference.

The amount of tax we claim will be 25% of the total value of your donations in that tax year. Furthermore, if you are a higher taxpayer, you are also entitled to claim the difference between the basic rate which we will claim and the amount of tax you have actually paid. For further details on how you can do this, please contact your tax office. If your tax situation changes and your gifts will no longer be eligible for the Gift Aid scheme please contact us and we will amend your record accordingly.

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