HIGHLAND RESERVE FORCES AND CADETS ASSOCIATION
Cadet Administrative Assistant (CAA)
CADET ADMINISTRATION ASSISTANT (CAA)
Highland Reserve Forces and Cadets Association (HRFCA) is an enabling organisation supporting the Army Reserve and Cadet units across the Highlands of Scotland. Funded by the Ministry of Defence, one of our key, and expending, functions is to provide Administrative and Logistic support to the Army Cadet Force (ACF), a vibrant national youth organisation.
Applications are invited for the post of a Full Time Cadet Administration Assistant (CAA) with the 1st Battalion The Highlanders ACF (1 Hldrs ACF). This is a Crown Servant Grade E1 All Hours Worked (AHW) post, that will be available from May 2025, as an employee of the Highland Reserve Forces’ and Cadets’ Association (HRFCA). You will work from the Battalion Headquarters building, HRFCA Sub-Office, Gordonville Road, Inverness providing administrative and logistical support to Inverness Company, 1 Hldrs ACF.
Applicants coming from an Armed Forces background with CQMS/Stores experience would be advantageous however, all applicants with suitable experience and transferable skills will also be considered. The appointment calls for: a good knowledge of stores/logistics based administrative procedures, the ability to communicate effectively and handle routine correspondence diplomatically through positive inter-personal skills, learn new systems and processes quickly whilst working with the minimum of supervision, be organised and have a good understanding of numeracy and computer literacy and be able to provide sound advice to Cadet Force Adult Volunteers (CFAV) within their Area of Responsibility (AOR). Line management is through the Cadet Quartermaster (CQM).
Successful, applicants as a condition of employment; are required to enrol into the ACF and will receive the appropriate Volunteer Allowance (VA) when attending as a CFAV. There is a requirement for security clearance and a satisfactory Protection of Vulnerable Groups (PVG) check.
The starting salary is £30,556, based on an All Hours Worked (AHW) contract, 47 hours, which includes lunch breaks. This allows some working during evenings and weekends. You are entitled, on entry, to 25 days paid leave (excluding public and privilege holidays) in each year, rising to 30 days after 5 years’ reckonable service. Prior service with HM Forces or Other Government Department (OGD) will count towards reckonable service. Successful applicants will have the opportunity to join the Council of RFCA Pension Scheme subject to the rules of the scheme. The scheme is a Career Average Revalued Earnings (CARE) scheme, which has a personal contribution of 5% for members.
Having a clean driving licence, with categories, D1+E, C+E would be advantageous. Based at Battalion Headquarters, Inverness the successful applicant will reside within reasonable commuting distance. Successful applicants will serve a 6-month probationary period in the first instance after which HRFCA may confirm as a permanent position.
Applicants should forward a CV comprising of no more than 2 pages, which should include the name, address, email and phone number of two referees, and a covering letter demonstrating how they meet the essential requirements of the position.
Appointment Details
Cadet Administrative Assistant
E1 (AHW) Grade
Permanent Support Staff (PSS)
Cadet Quartermaster (CQM)
Delivery of Cadet administrative support to 1 Hldrs Army Cadet Force (ACF)
General Description of Role
The CAA is a full time employee of Highland Reserve Forces’ and Cadets’ Association (HRFCA) and is responsible to the Cadet Executive Officer (CEO) for all administrative, logistical and security matters within their Area of Responsibility (AOR).
A CAA is required as part of their employment with HRFCA to volunteer to serve in the Army Cadet Force (ACF). There is an opportunity to hold an ACF commission, the recognised route through the Army Cadet Commission Board (ACCB) must be followed.
Maintain records of All Hours Worked (AHW) weekly by processing Timesheets using the RFCA Cascade software package.
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.
Undertake any reasonable task(s) within the broad remit of their role, which may be required of them by either the CEO or Cadet Quartermaster (CQM), which may entail such aspects as ad hoc analysis and one-off reports.
Attend suitable courses to work safely, achieve competency, currency or meet job objectives.
Description of Primary Tasks
a. Ensure each building is a Safe Place, internally and externally, as part of the Safe System of Training (SSoT) by raising work services, when required, for each within your Area of Responsibility (AOR), following the HRFCA and Mitie protocols.
b. Assist Detachment Commanders (Det Comd) within AOR to maintain records in line with Logistical Equipment Assurance (LEA) programme as issued by CQM. Ensuring that the latest version of HQ 51 Infantry Brigade (51X) Unit Equipment Care Directive (UECD) is available.
c. Deliver and recover to/from Det clothing packs issued through AF 617. 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 monthly 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 Portable Appliance Tested (PAT), arrange through HRFCA Estates for this to be completed. As part of the SSoT safe equipment, complete visual checks until PAT completed. Where personal electrical or electronic equipments are supporting training these require PAT also, removing items if not.
g. Where a Det has an Indoor Range or a Tube Range act as Range Administering Officer provide, publish and annually review Range Orders, through the CEO, to allow the range as part of the SSoT 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 secure weapons and ammunition 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 the Unit Security Officer (USO) Det security keys for arms and ammunition in line with JSP 440. At required six monthly muster and yearly 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 CQM monthly availability and serviceability of any 51X or unit fuel card issued to you and any PPE on your charge.
m. Carry out Assurance checks as per Battalion programme.
Description of Secondary Tasks
a. Assist the CQM in preparation for LEA and LSA&I programme visits.
b. Support Company (Coy) and Det training by requesting:
(1) Short Term Catering through CQM.
(2) Transport through CQM.
(3) Arms and ammunition through CQM/CSA.
(4) Logistical requests through CQM/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 administrative and logistic support team.
h. Attendance at Equipment Care meetings.
i. Complete monthly G4 returns to CQM/CSA.
j. Complete and return Det cadet summary to AO. Collect internal mail from Inverness and distribute within AOR, returning any required mail to Inverness.
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 commensurate time off will be agreed with the LM.
General Qualifications and Personal Attributes
Essential:
(1) Experience in office and logistical environments.
(2) Proven organisational ability and attention to detail.
(3) Good interpersonal skills together with proven ability to work individually or in a small team with limited supervision.
(4) Familiarity with Microsoft Office applications, in particular Word and Excel.
(5) Current full driving licence.
Desirable:
(1) Pervious military experience regular or reserve and/or of the service cadet organisations.
(2) Driving licence with D1+E and C1.
Specific Requirements
As a condition of employment the CAA is required to be a member of the ACF in the rank of Sergeant Major Instructor (SMI).
The closing date for applications is midday on Thursday 17 April 2025. The Interview date will be notified in due course but is likely to be the week starting 28 April 2025. Interviews will be held at 1 Highlanders ACF Headquarters, HRFCA Sub-Office, Gordonville Road, Inverness, IV2 4SU.
A full Job Description can be obtained from the above on request.