HIGHLAND RESERVE FORCES AND CADETS ASSOCIATION

Cadet Administrative Assistant (CAA)

GENERAL

1. Appointment Details

a. Job Title: Cadet Administrative Assistant

b. Job Grade: E1 (AHW) Grade

c. Department: Permanent Support Staff (PSS)

d. Report To: HRFCA Quartermaster (QM)

e. Job Purpose: Delivery of Cadet administrative support to Angus & Dundee Bn Army Cadet Force (ACF)

2. General Description of Role

a. The CAA is a full time employee of Highland Reserve Forces and Cadet Association (HRFCA) and is responsible to the HRFCA Quartermaster (QM) for all administrative, logistical and security matters within their Area of Responsibility (AOR).

b. A CAA is required as part of their employment with HRFCA to volunteer to serve in the Army Cadet Force (ACF). Serving as an Adult Instructor (AI) on appointment will hold a rank of Sergeant Major Instructor (SMI). Promotion thereafter will be through recognised course success and recommendation.

c. Maintain accurate All Hours Worked (AHW) records through online reporting.

d. When supporting Bn/Coy trg a CAA can attend as a Cadet Force Adult Volunteer (CFAV) claiming the appropriate level of Volunteer Allowance (VA) for each day attending, only after their All Hours Worked (AHW) total has been exhausted.

e. Undertake any reasonable tasks within the remit of their role, which may be required of them by either the CEO or Quartermaster (QM).

f. From time to time HRFCA may update this Job Description (JD) to meet the introduction of new tasks required by the Cadet Chain of Command (CoC).

g. Attend suitable courses to work safely, achieve competency, currency or meet job objectives.

3. Description of Primary Tasks

a. Ensure each building is a Safe Place, internally and externally, as part of the Safe System of Training (SST) by raising work services to the MITIE contractor, within your Area of Responsibility (AOR) following the HRFCA protocols.

b. Assist Detachment Commanders (Det Comd) within AOR to maintain records in line with Logistical Equipment Assurance (LEA) programme as issued by QM. Ensure that the latest version of the Unit Equipment Care Directive (UECD) is available.

c. Deliver and recover to/from Det clothing packs issued through AF617B. Issuing letters to assist Det Comd to recover clothing where necessary. Provide a clothing exchange and deficiency service within AOR through the Cadet Stores Assistant (CSA).

d. Conduct managerial visits to Detachments (Det) on a weekly basis and provide managerial and administrative support visits to Det evening parades as required.

e. Maintain Det Safety, Health, Environment (SHE) and Fire Safety protection boards as directed by the Bn SHE(F) Designated Officer.

f. Where issued electrical or electronic equipment’s not labelled as Electrical Equipment Inspection & Test (EEIT) arrange through Hartfield House works office or at next HRFCA contractual date. As part of SST complete visual checks until EEIT completed. Where personal electrical or electronic equipment’s are supporting training these require EEIT, removing items if not tested.

g. Where a Det has an Indoor Range act as Range Officer, provide publish and annually review Range Orders through the CEO to allow the range as part of the SST to operate as a Safe Place. Provide each range with a 906 Range Log inspecting regularly. Through the Battalion Training Officer publish a list of authorised Range Conducting Officers (RCO) reviewing annually.

h. Prepare each range within AOR for external inspections, include any required deep clean arranged through HRFCA. On receipt of inspection report action any highlighted points.

i. Ensure each Det secures weapons in accordance with JSP 440. Make secure arrangements to transport weapons and ammunition to training or when recalled to the Cadet Training Centre (CTC) or to workshop repair location. Regularly check that Dets are maintaining proper managerial records for arms and ammunition in line with 51X UECD and Bn Security Standing Orders.

j. Manage and monitor within AOR on behalf of Unit Security Officer (USO) Det security keys for arms and ammunition in line with JSP 440. At required six monthly muster and annual rotation of security keys sign off Bn security key register.

k. Administer and maintain responsibility for any vehicle, IT equipment, mobile phone or any other equipment allocated to you for HRFCA duty.

l. Check and report to QM monthly availability and serviceability of any 51X or unit fuel card issued to you and any PPE on your account.

m. Manage the Battalion Vehicle fleet, this includes all managerial checks, managing monthly ATUD’s, ensuring the checks are returned to the QM monthly, managing CAMPBELL and MY DRIVE, ensure Company and Detachment Driver Training Records (DTR’s) are updated.

n. If not already qualified attending the Defence Transport Operator (DTO) course is essential.

p. Carry out assurance and Health & Safety checks as per the ACF Battalion programme, attend SHEF Courses as directed by the Designated Officer.

4. Description of Secondary Tasks

a. Assist the QM in preparation for LEA and LSA&I programme visits.

b. Support Company (Coy) and Det training by requesting:

(1) Short Term Catering through QM.

(2) Transport through QM.

(3) Arms and ammunition through QM/CSA.

(4) Logistical requests through QM/CSA.

(5) Administrative requirements through Administration Officer (AO).

c. Support Dets for any external inspections.

d. Assist the Coy/Det CFAVs in the administration and maintenance of any vehicle allocated for ACF use.

e. Ensure CFAVs within AOR adhere to unit assurance programme.

f. Liaise with external contractors during training events.

g. Attendance at annual camp as part of the logistical team.

h. Attendance at Equipment Care meetings.

i. Complete monthly G4 returns to QM/CSA.

5. Other Duties

a. Be prepared to carry out other duties commensurate with competencies held and the grade of this post.

b. The discharge of the role tasks and duties of this post will require the post holder to undertake occasional evening and weekend working for which time off in lieu or overtime will be granted.

6. General Qualifications and Personal Attributes

a. Essential:

(1) Experience in office and logistical environments.

(2) Mechanical Transport Operations experience.

(3) Proven organisational ability and attention to detail.

(4) Excellent interpersonal skills together with proven ability to work individually or in a small team with limited supervision.

(5) Familiarity with Microsoft Office applications in particular Word and Excel.

(6) Current full driving licence.

(7) There is a requirement for security clearance and a Protection of Vulnerable Groups (PVG) check.

b. Desirable:

(1) Pervious military experience regular or reserve and/or of the service cadet organisations.

(2) Driving licence with D1+E and C1.

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