This vacancy has now closed

Administrator

  • Part time
  • £18,912 – £23,116 pro-rata
  • OPFS Lanarkshire Office, Motherwell
  • Closing 18th June 2021


  • Advertised from 3rd June 2021
  • Points 7-11. Pro rata for hours is £11,347 - £13,870

Role

Reports to:Project Manager

Department: OPFS North Lanarkshire Service

One Parent Families Scotland

One Parent Families Scotland is the leading charity working with single parent families in Scotland. Building on over seventy years of advocacy and service-delivery expertise, OPFS provides expert information, advice, and support for one parent families, along with training activities, employability programmes and flexible childcare. OPFS campaigns with parents to make their voices heard to change the systems, policies and attitudes that disadvantage single parent families. Our vision is of a Scotland in which single parents and their children are valued and treated equally and fairly.

Overall Purpose

To provide administration support and assistance to the Project Manager for the day-to-day delivery of OPFS Lanarkshire Service. The sharing of research and content on advice issues with advice workers to develop advice service knowledge.

Specific Responsibilities Include:

  • General Administration: Record and distribute incoming and outgoing mail; filing; word processing; answering telephone calls; dealing with repairs and faults to photocopier, printers and other office equipment and general office maintenance.
  • Advice and Information: Ensure clients are initially given the correct advice / support and guidance when telephoning the office for appointments and that they are subsequently passed to the most appropriate member of staff.
  • Finance: Accurately recording and processing all purchase invoices and staff
  • expenses, ensuring correct coding and authorisation; filing; and providing support to staff at local projects.
  • Minutes: Taking minutes of Staff Meetings and other relevant meetings when necessary
  • Client Information: Responsible for day-to-day client work such as referrals, standard letters, updating database.
  • Office supplies: Placing orders for stationery and other office items.
  • Room bookings: Responsible for Room Booking and the preparation of rooms for training events and meetings including seating arrangements, refreshments, etc.
  • Personnel: Updating HR files and documents on SharePoint. Other related tasks to Personnel Documentation both electronic and manual as required.
  • SharePoint: Support and advise staff on all aspects of functionality.
  • Social Media: Responsible for the monitoring and update of the OPFS Lanarkshire Facebook page.
  • Absence Monitoring: Record and file absence sheets.
  • Annual Leave: Create annual leave sheets.

Corporate Responsibilities Include:

  • A commitment to the work of OPFS and our vision and mission
  • Able to work confidentially in a digital environment, including standard Microsoft office software packages and cloud-based CRM databases
  • To take a flexible approach to work and duties within your range of responsibility and carrying out other duties as directed by Managers.
  • To actively contribute to organisational cohesion, encouraging cross-team working, and a positive problem-solving approach.
  • To work in line with OPFS's values and Code of Conduct
  • To take personal responsibility and ensure compliance with corporate policies including safeguarding, confidentiality, health and safety and data protection
  • To champion and promote equal opportunities and diversity both in your area of work and the wider organisation.
  • To ensure single parent voices and experience informs the design and development of your work where appropriate

Personal Specifications

Essential

  1. Ability to work as part of a team.
  2. Effective oral, written, and electronic communication skills
  3. Working knowledge of Microsoft Office software.

Desirable

  1. Experience of working in a busy office environment

Terms & Conditions

  1. Period of appointment: Confirmation of appointment is subject to satisfactory completion of a 3-month probationary period, references, and receipt of a satisfactory disclosure check.
  2. Salary: Point 7-11, £18,912 - £23,116 per annum pro rata for 21 hours is £11347 - £13870.
  3. Hours of work: 21 hours weekly, hours to be agreed to meet the needs of the job.
  4. Holidays: Holiday entitlement of 5.6 weeks per annum an additional 5 days per year after 5 years’ service which will be calculated pro rata for 21 hours per week
  5. Pension: You will be auto enrolled from your start date. OPFS pays 7% of your salary and you pay a minimum of 3%.
  6. Training, support, and supervision: You will receive quarterly individual support and supervision from the Line Manager and annual appraisals. Regular team meetings are held, and staff have access to internal and external training.
  7. Equal Opportunities and Family Friendly Employment: OPFS aims to be an equal opportunity and family friendly employer. We have Investors in People status and Living Wage accreditation.

The job description is a broad picture of the post at the time of preparation. It is not an exhaustive list of all possible duties, and it is recognised that jobs change and evolve over time.

Application notes

Closing date: 18th June, 5pm

To find out more and to apply, please visit our website https://opfs.org.uk/get-involved/work-with-us/