130 RCSCC Fredericton Sea Cadets

Administration Officer (Admin O)
General Description:

The Administration Officer (Admin O) shall be knowledgeable and able to carry out all duties as detailed within these Terms of Reference.

The Admin O is accountable to oversee all aspects of administration at the unit.

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Chain of Command

a. He/she is responsible to the Unit Commanding Officer for all supporting administration required by unit staff and cadets.

b. He/she is responsible for the Assistant Administration Officer as welll as adult and cadet staff in any administration function.

c. Admin O is the member's primary role.

 

General Duties, Roles and Responsibilities

a. Maintaining records showing attendance of each officer on monthly pay sheet

b. Maintaining attendance records for cadets in Fortress

c. Initiating and maintaining personnel files, on a reoccurring basis, on each cadet including name, date of enrolment and departure from the unit, address changes, advanced training opportunities, weekend exercises, training progress, awards, recognition's and any other pertinent information.

d. Preparing and expediting all reports, returns, documentation and other correspondence for the Commanding Officer's signature

e. Ensure that the unit pay is tracked and prepared for the CO's signature and sent to RCSU(A) monthly.

f. Organizing the correct circulation of all incoming and outgoing correspondence, orders, directives and publications that may be received.

g. Maintaining the unit's filing system, inclusive of both paper and electronic information.

h. Maintaining adequate stock of forms required for the administration of the unit.

i. Organizing the annual Paper, Pens & Stationary (PP&S) requirements for the CO.

j. Advising the unit Supply Officer of the names of cadets enrolled and released from the unit.

k. Preparing all claims paperwork for the signature of the CO.

l. Ensuring prompt and proper submission of all claims arising from unit exercises and other authorized expenditures. All outstanding claims should be cleared on a weekly basis.

m. Ensuring all new cadets meet the necessary joining requirements. IAW CATO 13-01, inclusive of age and medical requirements. 

n. Ensuring all new cadets receive enrollment documentation and return the documentation within one week, complete and accurate. Follow up must be done on any cadet with a medical condition who will require a Detailed Health Questionnaire (DHQ's).

o. Ensuring all administrative dashboard in Fortress is cleared of all medical requirements and there are no outstanding DHQ's, attendance queries etc. Ensure appropriate staff are advised when a medical condition changes for a cadet, this will ensure training and administrative requirements can be adapted as needed.

p. Interview all cadets prior to termination of cadet membership ensuring there is an out routine process for all departments at the unit. ie: Training and Supply

q. Advising those concerned with inter-corps/squadron transfers and completing all administration needs in Fortress.

r. Ensuring all officers are in possession of a valid Canadian Forces Reserve Identification Card.

s. Maintaining a clean and orderly administration unit office. 

t. Responsible for the security lockup procedures for all protected or classified documents and materials.

u. Be aware and concise of Canadian Armed Forces environment policies of paper products, toner cartridges etc.

v. Ensure that a harassment free environment is maintained and the members support the CAF harassment policy.

w. Ensure that ethical behaviour is incorporated in all aspects or the corps and that he/she supports DND's ethics policy.
x. performing other duties as assigned by the CO.