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.

Vulnerable children in the UK need your help

Wherever you work in the Action for Children family, you'll be helping to change the lives of the most vulnerable children in the UK.

Last year, we helped more than 670,000 children and families across the UK. From direct work in communities to national campaigning, we are focused on making sure every child has a safe and happy childhood, and the foundations they need to thrive.

Why Action for Children?

Working here is more than a job. Everyone in the Action for Children family is passionate about protecting and supporting children. It's the sense of purpose that drives us every single day. Because we know that, when we work together, we can make a huge difference to bring lasting improvements to vulnerable children's lives.

A bit about the role

We believe in really listening to our infants, children, young people and families. We believe in those views being at the heart of how we make big decisions about plans, about services and about direction. If we understand and respond to people's experiences – the good and the bad – this will lead us to better, smarter, kinder ways of being – and create better opportunities for everyone.

We have an amazing opportunity for a Participation Worker who'll work closely with our experienced Engagement Coordinator to build relationships with a wide range of people, supporting them to share their views and experiences in a way that is flexible, creative and feels safe.

You'll work with children, young people and their families to establish a policy that can be used consistently across services in West Dunbartonshire about fair remuneration, exploring the most valued way we can recognise their expertise and contribution. The Participation team will reach as many of our children, young people and families as possible, consulting on a range of issues around The Promise.

The other aspect of their role will be how this information is then blended with the quantitative data we have – how the stories this person has gathered are conveyed to staff at all levels, making sure the experiences behind the stats are understood.

We're looking for a bright and friendly individual with a passion for listening to, empowering and raising the voices of children, young people and their families. Experience engaging and working with children, young people and families in creative and meaningful ways is desirable but full training and coaching will also be provided and we welcome applications from individuals with lived experience of social care.

How you'll help to create brighter futures

Some key responsibilities of the role will be;

• Experience or interest in youth work/community development/participation.
• An understanding of The Promise and what is means for Scotland's children and young people.
• Working within the service and other partners to establish ways in which children and young people are able to participate more fully in their own lives.
• Ability to think creatively to promote inclusion and keep participation fun and meaningful.
• Ability to think on your feet to adapt activities and approaches to best suit participants.

Let's talk about you

• Relevant experience of working with children and young people.
• Desire to support and empower others and compassionate of experiences and views of others.
• Basic ICT skills and ability to gather and present evidence effectively.
• Ability to work independently as well as with colleagues and partner organisations.

Benefits:

• A generous annual leave entitlement of 29 days PLUS bank holidays
• Up to 5 more days leave for continuous service plus the option to buy and sell leave.
• Gain professional qualifications with excellent training, and development opportunities.
• Flexible maternity, adoption, and paternity packages.
• A pension with a up to a 7% employer contribution rate. Plus, if you pay in to the pension you will receive life assurance cover.
• Staff discount portal with your favourite brands.
• Blue Light Card eligibility with 15,000 discounts from national retailers.

Good to know

Application Process: There are five sections to complete: Personal Details, CV, Supporting Statement & Information, Equality & Diversity, Submission & Declaration.

Contact: If, for any reason, you need support with your application, please contact Laura McCarthy at Laura.McCarthy2@actionforchildren.org.uk. We'll be happy to give you any support you require.

Talent Pool: We know talent when we see it. But sometimes we find the right person but not for the right job. We'd love to keep your details for when the right job comes up. Let us know if you'd rather we didn't.

Diversity, equality, and inclusion

At Action for Children, we're dedicated to building a diverse, inclusive, and authentic workplace. We actively encourage applications from Black, Asian & Minority Ethnic, and disabled candidates as they are under-represented within Action for Children. We want to take deliberate and purposeful action to ensure equal opportunity to all groups in society and for Action for Children.

Don't meet every single requirement?

If you're excited about this role but your experience doesn't align perfectly with the job description, we'd love you to apply anyway. You might just be the perfect person for this role, or another role within the Action for Children family.