BACKGROUND

The Association for Fostering, Kinship and Adoption Scotland (AFKA) is an independent charity that promotes and facilitates evidence-informed best practice in fostering, kinship care and adoption, through advising, training, and influencing practitioners and policymakers, and supporting them to improve outcomes for children and families.

Our Vision is a future where every practitioner working with children, young people and their families is knowledgeable, skilled, confident, and empowered to support the safe, secure, and loving care to which every child has a right.

Our services support agencies and professionals to implement child centred, evidenced informed practice that involves children and their families in decisions about their lives, protect their rights and promotes inclusion. Through our multi-disciplinary communities of practice, we enable social workers, lawyers, and health professionals to work effectively across professional boundaries to meet the needs of children, their families, and their Carers. As a membership organisation, AFKA Scotland uses its links with professional bodies and agencies across the country to contribute to the development of policy and practice at a local and national level. We have a collaborative agreement with CoramBAAF.

AFKA Scotland’s multi-disciplinary team has a wealth of experience and up-to-date expertise in practice relating to kinship care, fostering and adoption and delivers a wide range of workshops, training and consultancy, post qualifying courses, and conferences to assist professionals to develop the knowledge and skills they require when working in this specialist area.

We work closely with our research colleagues in AFKA Scotland, and our research underpins our evidence informed approach. We are committed to #keepthepromise, have been instrumental in promise funded work and have been on a journey to adapt to the changing landscape of care in Scotland.

We are seeking to recruit a highly experienced and motivated individual to the role of Administrative Assistant. This role is key in supporting the Business Support and Finance Manager in the day-to-day operational activities of the organisation and to the smooth delivery of our Forums, training and workshop activities.

JOB SPECIFICATION

PURPOSE

To provide administrative support to the Business Support & Finance Manager on a day-to-day basis and to support the overall work of the organisation.

MAIN DUTIES AND RESPONSIBILITIES

National Practitioner Forums and Consortia - in conjunction with lead facilitator, manage the arrangements for the full range of forums and consortia meetings, including setting dates, sending out agendas, formatting and sending out final notes, collating meeting papers, and keeping distribution lists up-to-date.

Support training and development events (Commissioned Training, Conferences and workshops) – in conjunction with Trainer/Consultants, provide administrative support for management of events including: finalising training materials for training booklets, creating and sending out booking forms; logging bookings and maintaining database; preparing attendance certificates for participants at all external events; create , collate and analyse evaluation form returns.

Information Technology – Support staff in their use of IT apps and platforms when they are producing materials or delivering training.

General Administration – Undertake a range of administrative tasks to support the work of the organisation including:

• In conjunction with the Business Support & Finance Manager plan and monitor the action required to run the planned programme of events.
• Telephones - answer the phone and pass messages to staff as appropriate.
• Email - check generic emails and respond / forward messages as appropriate.
• Photocopying – where required, photocopy training materials / meeting papers for all events.
• Banking/Post Office – posting office mail and banking cheques when required.
• Library – maintain database and record when books taken out on loan.
• Take notes at staff meetings.

Scotland’s Adoption Register - provide administrative support to Register staff including support for the running of family finding events when required.

Advice Line Enquiries – record all enquiries, forward to staff, follow up as required, maintain records of completion dates and provide statistical information to Business Support & Finance Manager.

Participation in conferences and other external events – provide administrative support for the running of events as part of the AFKA Scotland team.

Experience

Essential

• A working knowledge of an office environment
• Ability to work as part of a team
• Ability to work on own initiative

Desirable

• Personal or professional experience of the care system
• Experience of working as part of small enterprise or charity

Knowledge, skills and abilities

Essential

• Computer literate in a range of computer processes which must include Microsoft Access, Word, PowerPoint and Excel and have proficient keyboard skills
• Familiarity with Microsoft 365 including MS Teams
• Working knowledge of social media platforms
• Excellent oral and written communication skills and telephone manner
• Ability to collate and analyse information and to produce accurate, well presented documents
• Self-motivating with excellent organisational skills

Attitude and beliefs

Essential

• Positive, problem solving and resourceful
• Clear understanding of the need to maintain confidentiality
• Flexible working approach

Base: Office - 3 days / Home - 2 days (if desired).

Organisational Relationships:Line Managed by the Business Support & Finance Manager / Responsible to the Executive Director.

The Soil Association, formed in 1946, is the only UK charity which works across the spectrum of human health, the environment and animal welfare. That’s because we cannot tackle these issues in isolation.

We campaign for change, we support farming innovation, we serve healthy food in communities, we support and grow the organic market, and we protect forests. We couldn't do any of this without our supporters, partners, donors and dedicated staff. We make a difference in the world where it’s needed the most.

About the Opportunity

This is an exciting opportunity to join our friendly and passionate Soil Association Scotland team, supporting the team to deliver the Food for Life programme across Scotland. We work in partnership with local authorities and the food and drink industry to connect producers and caterers, putting more freshly prepared Scottish food on the table using the Food for Life Served Here award as a framework for change. We believe good food holds the key to a healthier population, a greener environment and a thriving economy.

About You

The Team Support Administrator will provide a key role in supporting the successful delivery of the Food for Life Scotland programme as well as office management and operational support to the wider Soil Association Scotland team. This role will be central to our team, supporting on a variety of projects and tasks including but not limited to events and travel, data and supply chain activity, training, and portal support for caterers. We're looking for someone who enjoys working as part of a busy team, carrying out administration tasks with efficiency and enthusiasm, and would be happy to be a key contact when it comes to office management. We're a very fun, friendly and motivated team, and we work closely together, supporting each other to meet the aims of our programme and wider Soil Association strategic goals.

Our Benefits

We offer a range of financial and lifestyle benefits to all our employees, including:

• 27 days annual holiday increasing to 30 days with length of service plus bank holidays (pro rata for part time)
• Pension scheme with ethical investment options and employer contribution increasing with length of service
• Free membership of the Soil Association and discounts on organic produce
• Volunteer days to give back to the local community or support green initiatives
• Family friendly policies and flexible working
• Cycle to work scheme

Sociable and engaging workplace of professionals that share a passion for healthy, sustainable lifestyle and produce

The Independent Living team delivers a local information, advice and support service for vision impaired veterans living in Scotland. As an Independent Living Worker you will be expected to work with veterans, their families and carers to assess, plan and review their sight loss needs, in order to create and maintain independent living.

About us

We're one of Scotland's oldest charities - for more than two centuries, we've been supporting and empowering people with sight loss to live fulfilling lives. We're proud of all we've achieved in the past - but we have our sights set firmly on the future.

We're determined that no-one should face sight loss alone. We're committed to improving, diversifying and growing our services to make sure we can reach many more people with sight loss - when and where they need us.

Birthlink was established in 1911 and is currently in partnership with Scottish Government and others to provide a service to people affected by adoption with a Scottish context. Separately, Birthlink provides an Access to Records service for those seeking to understand their time in care or to prepare applications to the Scottish Government Redress Scheme.

The purpose of this job is to provide administration support to the project which of researching and documenting the history of Birthlink, produce resources and telling the story.

MAIN TASKS AND RESPONSIBILITIES

The Administrator will be responsible for providing administration support to the project, volunteers and staff, to contribute to the overall objectives of producing an oral history project, providing digital records and wall displays.

This will involve:

• Dealing with calls
• Greeting visitors
• Data entry
• Minuting meetings
• Ordering supplies
• Complying with data protection legislation

PERSON SPECIFICATION

• Experience in a similar role
• The ability to manage both time and workload to meet deadlines
• Organised, accurate and thorough
• Energetic, motivated, and enthusiastic with a hands-on approach
• The ability to work on own initiative
• Team working and collaboration skills
• Strong interpersonal and inclusive communication skills
• PVG scheme eligibility

QUALIFICATIONS

ESSENTIAL

• 2 Standard Grades, National 4 or equivalent

KNOWLEDGE & SKILLS

ESSENTIAL

• Strong IT skills and digital fluency
• Knowledge of good practice and GDPR principles for record-keeping.
• Knowledge of appropriate legislation and good practice for working with vulnerable groups.
• Openness to learning