Cadet Administrative Assistant (CAA)

Job Title:

Cadet Administrative Assistant

Reports To:

Cadet Quartermaster

Job Grade:

E1

Service:

Crown Servant

Department:

Gwent & Powys ACF

Location:

Cwrt-Y-Gollen

Prepared By:

RFCA for Wales

PURPOSE OF THE ROLE

Role Overview

Based within the County Area as agreed by the line manager and CEO the Cadet Administrative Assistant (CAA) is a full time employee of the Reserve Forces’ and Cadets’ Association for Wales (RFCA for Wales) and is directly responsible to the Cadet Executive Officer (CEO) for all administrative and G4 matter for detachments in his/her allocated area, however line management is delivered by the Cadet Quartermaster (CQM).

Key Success Measures

· Maintain a solid relationship with the ACF as a whole

· Ensure that the main tenets of Safe Place and Equipment is upheld

· Support the ACF Chain of Command in all administration and logistical support

· Support the CQM in all assurance policies / direction and guidance given

MAIN ACCOUNTABILITIES

Driving Results

Champion and implementing RFCA / MOD / County Policies and practices.

JOB DESCRIPTION

Details and Responsibilities

Management of ACF Properties:

· Ensure that all sites, under his/her control have an up to date risk assessment on buildings and external areas

· Carry out the duties of the Unit Safety Manager in accordance with current instructions and report to the nominated 4Cs Accountable Person in all matters.

· Co-ordinate access for contractors.

· Conduct monthly internal and external inspection of building fabric, fixtures, fittings and furnishings, report defects, correct faults in compliance with SHEF regulations and submit works services where necessary.

Stores Management and Accounting:

· Maintain records for each detachment and account periodically as directed by the CQM.

· Issue and account for all clothing and equipment on loan to CFAV’s and cadets. Advise and assist the Detachment Commander to take any necessary action to recover uniform from cadets when they leave the ACF.

· Inspect all stores and equipment issued to the Area HQ and each detachment on a periodic basis as directed by the CQM and make provision for replacements as necessary.

· Make evening visits to detachments as necessary to carry out these duties and to advise and assist the detachment staff to manage detachment stores and equipment properly.

· Assist the CQM to prepare weapons and any controlled stores as directed.

Safety, Health, Environmental & Fire:

· Ensure that every Detachment Notice Board is kept up to date with the information provided by the CSO2.

· Ensure that all fire safety equipment is in position and that testing records are up to date.

· Ensure that the Detachment Fire Diary is completed in line with the Building Custodian ToRs.

· Ensure that the Detachment Commander is aware of their SHEF responsibilities within the detachment including calling a fire evacuation drill at least twice a year.

· Ensure that the detachment first aid kit is fully stocked at in date as supplied by the CSO2, and to make sure that instructions for reporting accidents are clearly visible and understood by Detachment Commanders.

· To hold the following appointments:

Building Custodian – Fire Prevention Safety Practitioner

Unit Safety Manager

Energy Warden

Waste Warden

· Liaise with any lodger unit or tenant concerning SHEF matters

· Ensure that each detachment maintains a visitors’ log.

Range Safety:

For those Cadet Training Centers or Detachments with a range:

· Ensure that up to date Range Orders are properly displayed and always available.

· Ensure that an up to date list of Qualified or Authorised Range Conducting Officers (RCO) is displayed.

· Provide and regularly inspect the Range Log.

· Attend Range Safety Inspections arranged by Bde HQ / HQ RC and arrange Range cleanliness inspections in accordance with RFCA policy. Action any subsequent reports.

Security

· The CAA will be required to undergo Security Clearance (SC) and undertake an Enhanced Disclosure and Barring Service (DBS) check.

· Attend Area HQ and Detachment security inspections and reviews as arranged by Demand Signal and action any subsequent reports.

· Ensure the secure storage of weapons and ammunition at each armoury or detachment arms store in accordance with current instructions. Ensure that extant security procedures are in place when transporting weapons and ammunition and that proper records for arms and ammunition checks, issues and receipts are maintained and available.

· Monitor the handling of security keys as directed.

Cadet Training Away from the Detachment:

· To support the Forecast of Events, assist the Area / Detachment Commander by booking training / activity facilities, compiling requests for logistic and administrative support and booking transport as authorised by the CEO / CQM / CSO1 & 2.

· Provide the necessary logistic support including messing and accommodation arrangements as required.

Assistance to Detachment Commanders and CFAVs:

· Provide advice and guidance on all matters pertaining to Detachment administration, safety and security. Where necessary be prepared to support the Detachment Commander in updating Westminster where broadband access is limited.

· If and when there is an “Out of Camp” inspection of the Detachment, the CAA is to download the Inspection Report from Westminster and email direct to the Inspecting Officer / print off a hardcopy to be available on the night of the inspection.

Personal Responsibility.

· Administer and maintain responsibly for any vehicle or trailer allocated for his/her use.

· Enrol all new cadets using the current database / computer software application, manage their record including promotions / demotions / transfers.

· Once a cadet has handed in uniform, strike the cadet off strength using the current database / computer software application.

QUALIFICATIONS, SKILLS AND BEHAVIOURS

Qualifications:

· Building Custodian Course – Essential, Training can be provided

· IOSH or Equivalent Qualification – Essential, Training can be provided

· All Arms CQMS Course - Desirable

· Risk Assessment Practitioners Course – Essential, Training can be provided

· D1 / C1 Driving Licence - Desirable

· Counterbalance Lift Truck Qualification, training can be arranged where necessary.

· JAMES Training if directly involved with the management of Small Arms / CIS Equipment, training can be provided

· The CAA is to maintain his / her personal competencies and if required access the Defence Learning Environment / Civil Service Portal annually to remain qualified, competent and current.

Required Skills

· Communication – good written and verbal communication skills, able to construct accurate and appropriate messaging, tailored to organisational requirements.

· Strong administrative background with a desire to learn and understand more to do with ACF.

· Knowledge of Microsoft Office or similar platforms.

· Strong relationship building skills.

Desired Skills

· Experience of using Excel, Word & Outlook, beneficial but training will be provided.

· Experience of using Westminster would be beneficial but training will be provided.

· An understanding of military cultures, procedures and policies.

· An understanding of the Army Cadet Force.

Personal Qualities and Behaviours

· Excellent attention to detail.

· Flexible and responsive to tasking/direction, a high level of commitment to succeed.

· Team spirit – an engaging person, able and keen to work.

· Approachable and friendly – ‘customer oriented’ professional.

Other Requirements

· To comply at all times with RFCA health and safety policies and procedures, and data protection/freedom of information requirements.

· Work in line with the RFCA Hybrid Working Policy, however due to the nature of the role this is not always achievable and the individual is to be flexible in accordance with the All Hours Worked Policy.

· Support the CQM with regular checks of stores, ammunition and weapons as directed by regulations.

· Attend Meetings as and when required by the Area Commander, Commandant, RFCA, RPOC or other outside organisations which may occur out of the usual working hours in accordance with the All Hours Worked Policy.

· As a terms and conditions of employment as a member of the Professional Support Staff, the CAA is to serve in the Army Cadet Force, and may be appointed to a commission in accordance with current regulations. If commissioned, the Detachment CAA may only be promoted to the paid rank of Lieutenant as laid down in the ACF regulations. If a Detachment CAA volunteers to support the ACF in a capacity that is more than their employment as an RFCA employee then they can be promoted beyond Lieutenant if they are appointed in an established role within the County. There is an entitlement to receive ACF Volunteer Allowance in accordance with current ACF and RFCA regulations and will be granted special paid leave of absence of up to 14 days from RFCA Crown Service.

· Attend Summer Camp Recces and attend Annual Camp and other ACF Activities as and when required in accordance with RFCA Staff / ACF Regulations.

· Previous service in the Armed Forces with wide administrative experience and understanding of military regulations is desirable.

· To carry out any other tasks as directed by the line manager / CEO within his / her / their grade.

Job Types: Full-time, Permanent

Pay: From £31,179.00 per year

Benefits:

• Company pension
• On-site parking

Language:

• English (preferred)

Work Location: In person

Application deadline: 29/08/2025