Job Role: Fostering Team Administrator
Location/Team: Dunfermline
Salary Range: £22,000-£25,000 per annum.

Swiis Foster Scotland are looking to recruit a Team Administrator to join its service for the East Team, covering the Dundee and Dunfermline offices. The main requirement of the role will be to provide a high-quality, comprehensive and confidential administrative support to the foster care team.

This is a full-time, permanent position contracted to 37.5 hours per week with a salary offered between £22,000 - £25,000 pro-rata.

Main Duties

1. Welcome and receive visitors and answer incoming telephone queries/enquiries professionally, politely and timeously and where necessary sensitively, reporting any child protection concerns immediately and passing on messages when required.

2. Undertake day-to-day administration and reception duties including photocopying, faxing, filing, dealing with enquiries, maintaining mailing/contact lists and liaising with suppliers.

3. Open/distribute incoming mail and respond appropriately as directed keeping appropriate records.

4. Collect and process outgoing mail.

5. Participate in the Reception duty rota for the regional office.

6. Attend and participate in team meetings, briefings, support meetings, training courses and supervision sessions as and when required.

7. Take minutes at meetings, type letters and prepare reports and agendas as directed, ensuring good presentation and accuracy.

8. Maintain and update database systems/spreadsheets and ensure that information is available to relevant staff.

9. Ensure that financial information relating to placement charges and carer payments is forwarded to the Transactional Services Manager on a weekly basis.

10. Maintain and allocate meeting rooms, organising refreshments as necessary for in-house and external bookings.

11. Ensure all necessary consent forms, medical forms, PVG/Disclosures and Foster Carer Financial Agreements are sent out.

12. Manage and maintain Teams Petty Cash, petty cash safekeeping, process and reimburse money requests, replenish the float, monthly petty cash hand-over.

13. Ensure there is an adequate supply of office materials/consumables and order as appropriate.

14. To prepare materials and assist with preparation for training events.

15. Maintain strict confidentiality in relation to all tasks required in the delivery of the fostering service and ensure all services are provided in an anti discriminatory way.

16. Keep up to date and ensure that all Data Protection legislation and Swiis policies are adhered to.

17. Ensure records are maintained and kept confidentially.

18. Carry out all duties as detailed above and other duties as may be appropriate to achieve the objectives of the Agency commensurate with the post holder’s grade, ability and aptitude to the highest standard in a professional manner, remaining flexible to changing demands and meeting tight deadlines.

19. To cover any additional administrative tasks during staff absences. E.g. take minutes of fostering panels. Ensure all statutory checks, personal references, employment references and GP letters are sent out and collated on return and ensure reminders for all checks are actioned and logged. To receive requests from Local Authority Placement Support Teams and liaise appropriately with staff, creating and maintaining database systems. To prepare training materials, book foster carers onto training and assist with preparation for training events including set up of training rooms, maintain databases/spreadsheets, feedback forms, dietary requirements and issuing of training certificates.

Health and Safety Responsibilities

1. Be familiar with to the Company’s Health and Safety Policy and conform to all relevant rules and procedures at all times.

2. Properly use all equipment issued in the interest of health, safety or welfare i.e. protective clothing, hands-free mobile telephone kit, lifting equipment.

3. Ensure that any situation that represents a danger and all accidents/incidents are reported promptly and fully to the appropriate person.

4. Take responsibility for own health and safety and that of others by following health and safety systems and procedures and keeping all work areas clean and tidy.

5. Take responsibility for fire prevention i.e. do not smoke in offices and cars, overload electrical circuits, wedge open or block fire doors etc.

Preferred Experience

• High standard of computer literacy and written communication.
• Experience and confidence in using Microsoft Office.
• Working as part of a busy administrative team.
• Handling sensitive information and knowledge of safeguarding

About us

At Swiis, we believe that good and great are two entirely different things. So we aim for the latter in everything we do. That’s why Swiis Foster Care is a national leading Independent Fostering Agency, regularly rated Very Good or Good by the Care inspectorate for the high quality service provided to our foster carers and children and young people in our care.

Swiis Foster Care Scotland is a continuously expanding company and offers significant development opportunity for the right candidate.

Swiis is an equal opportunities employer.

Please apply with your CV detailing relevant experience and an accompanying cover letter.

Job Type: Permanent

Pay: £22,000.00-£25,000.00 per year

Benefits:

• Company pension
• Private medical insurance
• Sick pay

Schedule:

• Monday to Friday

Work Location: In person