General
Sound administration and organisation underpin everything you do. Paperwork and good communications are essential parts of the job.
Weakness or failure in these key areas may lead to:
Wasted Opportunities for Cadets
In order to function effectively you need a clear understanding of basic roles and tasks of the organisation. You need to know where responsibilities lie and who to approach when you need advice.
Sound knowledge of your specialist subject areas, good communication, attention to detail and accuracy will save time and is more likely to produce best results.
Organisation
Chain of Command |
 |
Do not go outside of this Chain or jump a level.
Except:
In an emergency or when direct liaison authority granted
Your Unit
Local Commander is responsible for the efficiency and effectiveness of the unit's organisation, administration and training i.e. they should Command.
Corps policy, directives and guidelines are laid down in AP1919, ACPs 2OA and 20B. The list of relevant publications is in ACP2OB Instruction 116. You need to familiarise yourself with these documents and have easy access to them.
Each unit needs to develop Standard Operating Procedures at local level. The Unit must operate in a manner that emulates the customs, etiquette and service responsibilities of both ATC and RAF.
As a volunteer, you have opted to be part of a uniformed, disciplined organisation with set rules and procedures; act accordingly, even as a CO.
Remember:
You Plan, Organise, Manage, Lead, Communicate and Implement.
Wing Staff Officers (WSOs)
WSOs are responsible to OC Wg for the organisation, administration and training effectiveness of your unit.
WSOs (even at FIt Lt level) act on behalf of the OC Wing and therefore they are the next level of executive decision-making.
Their role includes advice and assistance to units, plus the checking unit efficiency (inspections).
Please do not view them as the "enemy". If they are involved early enough in any difficulties it can prevent major complications at a later date. Remember, that vast as you may think your problem is, you are probably not the first one to come up with it.
Wing Headquarters
The Wing will service and administer the organizational needs of units, cadets and adult staff.
The Admin Officer is a civil servant whose prime responsibility is to process routine documentation as laid down in the relevant publications.
A part-time typist also processes applications for adventure training, participation in public events, pay and travel claims.
The Wing Admin Officer is an ex-Regular with an RAF Reserve commission as Sqn Ldr and is tasked with:
 | Providing professional advice on service matters. |
| Ensuring adherence to Corps policy and procedures. |
NOTE: Executive authority rests with VR(T) uniformed staff.
Civilian Committee
No Civilian Committee = No Squadron.
This is Corps Policy; therefore you need to operate as a team. The Civilian Welfare Committee has no executive authority within uniform chain of Command
The CWC is tasked with:
| Supporting the local OC (primary responsibility). |
| Squadron Health & Safety Committee |
| Responsibility for all financial matters and non-public funds on the unit. |
| Finding suitable accommodation. |
| Ensuring the Moral Welfare of Cadets. |
| Providing support and finance for activities not paid for by RAF. |
| Helping identify potential new staff. |
Reserve Forces' and Cadets' Association (RFCA )
Are the appointed Agents for estate management. A Works Officer and the WAdO carry out annual inspections of the Wing's Estate.
Units may telephone routine faults to RFCA direct.
However, a form must also be sent through Wing.
Forms are available from WHQ.
Written requests must be submitted via WHQ for minor/major works. Often a drawing of the requirement will help enormously.
For out of hours emergencies contact:
| Duty Works Officer at home. |
| Contractor (see unit disaster plan in the Duty of Care section). |
Do's
| Do get organised. |
| Do get clear direction from the OC on your roles and responsibilities. |
| Do familiarise yourself with local SOPs e.g. action in event of accidents, security breaches (weapons), damage etc. |
| Do consider making up your own aide-memoir. Do know your subject and where to find all information related to it. |
| Do have a detailed knowledge of the documentation needed for approval and the time scales for submission, contact numbers etc. |
| Do, when plans change, re-organise, tell those involved and don't forget the outside agencies. |
| Do use your Chain of Command. Seek advice as required or alert them to potential problems. |
Don'ts
| Don't exceed your authority. |
| Don't ask Wing HQ what you can find out for yourself. |
| Don't submit incomplete or inaccurate forms. |
Notes for Your Assistance
Weekly admin update provides notification of admin matters of importance and reminders for returns.
WROs promulgated monthly and are essential reading for all staff.
F492s - must be completed promptly.
Send one to the hospital with the casualty.
Do not delay for lack of information. Claims must be with the insurers within 60 days.
Claims:
DO you know:
| Parent Unit |
| Wing UIN |
| Cost Centre No |
| FIt/MOD Dept is your Sqn/DF number. |
Nominations
Cadets nominated for courses, flights, camps etc, cannot pull out without good reason. Reserves must be relied upon to keep date(s) free as if they are going.
Returns Need to be at WHQ promptly.
Personal Document receipts require prompt return.
Extensions of Service are often chased by HQAC, as they need to be actioned quickly. If you have doubts about renewals talk to your WSO.
Application Forms
Complete them fully, using the correct form, and submit them in time. Frequent omissions with adventure training are the programme of events, landowner authority, and a map trace.
Don't forget the Risk Assessment that is invariably required - if in doubt ask.
Visiting units:
Always phone unit before arrival to confirm arrangements and changes.
Do not arrive unannounced, or be prepared for disappointment!
With parent-supply journeys, ensure there are sufficient items to merit travel.
Consider liaison with other units to reduce costs.
Phoning WHQ: have full details of requirement.
Check the information required from relevant form.
Post: can take up to 4 days to reach WHQ if using labels or 2nd class post.
Wing mail is normally sent out weekly on Thursday.
Useful telephone numbers:
Make your own list for points of contact/tel/fax e-mail.
These could include Unit Staff,
| Civilian Welfare Committee, |
| WSOs, |
| Specialist officers, |
| RFCA EA, |
| Parent unit, |
| HQAC (emergencies only). |
All units have location list.
Handling Queries
First, try to resolve the problem at unit level, making good use of the ACPs. If you still have a query, use the correct Chain of Command and specialist officers as appropriate.
Bottom Line
WHQ permanent staff are available at RAF Halton to help you. Contacting WHQ is the one exception to the chain of command rule, but do your best to help yourself first.