Circle is a children and families charity working at the heart of communities across central Scotland. Our purpose is to improve the lives of children by strengthening families.

Circle’s approach builds on strengths, is solution focussed and uses a whole family approach to create a family environment that promotes healthy development in children.

In partnership with Shine Women’s Mentoring Service, we have an exciting opportunity for a committed and enthusiastic individual to join our team.

Delivering mentoring and outreach family support services for women and their families affected by imprisonment.

The service is available to all adult females who are:

• currently serving a custodial sentence in Scotland of less than four years and not subject to a statutory order; or
• on remand; or
• subject to a Community Payback Order and/or Drug Treatment and Testing Order

Applicants should possess a qualification in social work, social care, education or health, and have relevant experience.

The successful post-holder will be expected to operate in line with our values which are: Justice, Equity, Trust, Collaboration and Compassion.

Overview

OPFS was founded in 1944 and since then we have been at the forefront of shaping policy and services that support the 144,000 single parent families in Scotland. OPFS HQ is in central Edinburgh, there are local services in Glasgow, Lanarkshire, Falkirk, Edinburgh and Dundee with National digital and helpline services.

This post is office based to ensure collaboration with stakeholders and a consistent presence in the organisation.

The post holder is responsible for the administrative functions of OPFS as a Registered Charity, HQ functions and wider support to staff across the organisation. They will manage a small administration team and will work closely with other Corporate Services managers to ensure the efficiency and cohesiveness of all central functions. They will be required to operate in line with OPFS values which are Justice, Equity, Trust, Collaboration and Compassion.

Key Tasks

• Administration: Managing the administration staff and functions of the OPFS central operations ensuring effective and efficient administration for OPFS HQ including adequate reception functions for visitors, deliveries and staff. Liaising with service administrators and managers to ensure consistency and best practice across the organisation. Maintain document storage in line with OPFS data retention policy and procedures, utilising SharePoint effectively for electronic storage, arranging confidential destruction and archiving as appropriate. Working with IT and Digital Services to ensure effective use of SharePoint across all OPFS administration functions. Regularly reviewing systems and processes, revising as required, to ensure efficiency and accuracy. Planning and coordinating activities and support required across OPFS for new developments.
• Salesforce: Work closely with IT and Digital Services to support new developments for administration and HR functions across OPFS. Ensure all OPFS salesforce records are secure, accurate, up to date, and regularly monitored with reports being supplied for
• board and senior management meetings. Work with the Digital and IT Services Lead to identify areas for improvement and support the ongoing development of the system.
• Recruitment: Manage all centralised recruitment for OPFS staff in consultation with the appropriate service manager including collation of all relevant information on the role, advertising appropriately, including OPFS website, presenting applications for shortlisting, responding to candidates and organising interviews. Produce documents as required by the interview panel, set up of interview space, including and IT equipment required, for interviews in Edinburgh. Checking right to work information, ID and registrations for selected candidates. Co-ordinating induction programmes for new staff as appropriate to their role.
• Human Resources: Create and maintain accurate and secure records for all staff employed by OPFS ensuring that a complete and current record is kept for all staff and recorded in Salesforce. Issuing staff letters for appointment, details of terms and conditions and any changes thereafter. Undertake staff meetings including all exit interviews highlighting any issues to the Director of HR and Corporate Services. Work with managers handling employee relations matters including investigations, disciplinary or grievance issues, providing appropriate and timely support and maintaining appropriate records. Liaise with external HR Support staff.
• PVGs and Disclosures: Advising new applicants and existing employees on PVG and Disclosure applications for OPFS, ensuring that the correct processes and procedures are followed, with respective managers informed of the outcomes. Acting as counter signatory for OPFS for applications. Ensuring security and confidentiality of all relevant information.
• Training Administration: maintaining the OPFS training calendar and records, arranging training courses as requested, attendees and premises.
• Board, Directorate, meeting and event functions: Ensuring provision for meetings including invitations, room booking, creating reports where required for information including HR and Health and Safety functions, collating and circulating papers, room and technical preparation, minute taking as required. Coordinate meetings and events as required including refreshments and technical support.
• GDPR: Ensure compliance with the Data Protection Act (2018) acting as Data Protection Officer for OPFS, liaising with ICO as required, updating the policy and procedures to reflect change and provide information to management staff and data controllers.
• Properties: Liaise with HQ landlord ensuring the smooth operation of the office in terms of repairs and maintenance. Manage all office moves across OPFS liaising with the local administrator and manager as appropriate. Responsibility for arranging any reorganisation of office space, including any necessary wiring, IT requirements, heating, lighting, redecoration and required flooring, and any furniture needs.
• Procurement: Ensuring best value for all OPFS resources and services by actively benchmarking and negotiating with suppliers, reviewing contracts regularly, and identifying areas of potential savings.
• Health and Safety: Ensuring OPFS is compliant with all aspects of Health and Safety legislation by ongoing monitoring, safety checks, arranging repairs or replacements and escalating issues if required. Liaising with OPFS services to gather and collate information, share updates, and advise if required. Provide quarterly Health and Safety reports for the Board and Directorate, including absence statistics. First Aid and Fire Warden support for HQ.

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. It is recognised that jobs change and evolve over time.

Personal Specifications

Essential

• Relevant qualification to HNC level or equivalent relevant experience.
• Significant experience of leading in a busy office.
• Excellent IT skills, good working knowledge of Microsoft systems, Salesforce and meeting technology.
• Experience of HR administration and recruitment.
• Ability to prioritise workloads.
• Ability to take responsibility to proactively resolve issues and provide support in challenging situations.
• Strong communication skills, both written and verbal.
• Commitment to continuous professional development.
• Proven ability to plan for and deliver short term and longer-term events and projects.
• Ability to build relationships at all levels across the organisation and with external stakeholders.

Desirable

• Chartered member of CIPD, or working towards
• Experience of working in the Third Sector
• Understanding of single parent challenges

Terms & Conditions

• Confirmation of Appointment: This is a permanent appointment. Confirmation of appointment is subject to satisfactory completion of a 3-month probationary period ending when a probationary review has been completed.
• Salary: OPFS Scale Points 25 – 29, £37,879 - £46,297
• Hours of work: 35 per week worked flexibly to meet the demands of the job
• Holidays: Annual leave entitlement is 25 days and 12 Public holidays.
• Pension: You will be auto enrolled in our pension scheme with a 3% contribution from you and 7% from OPFS.
• Training and support and supervision: You will receive induction training and frequent support in the first three months. Thereafter you will receive monthly individual support and supervision and annual appraisals. Regular team meetings will be held, and staff have access to internal and external training.
• Equal Opportunities and Family Friendly Employment: OPFS aims to be an equal opportunity and family friendly employer. OPFS has Investors In People status

We are seeking a playful, adaptable, and confident individuals for play worker posts at Play Midlothian, to deliver high quality services, enabling children to thrive through play.

Community Play Worker (CPW)

• First Aid: Desirable – can be attained whilst employed by the company. PM can support sourcing and funding courses.
• Child Protection Training: Essential – PM can support sourcing and funding courses.
• PVG Membership – Essential – PM can facilitate.
• Responsibility / duties – facilitating adventurous and creative play under the supervision of the Play Team Lead. The Community Play Worker may be asked to ‘lead’ a session alongside another CPW or APW once an agreed induction period has been fulfilled.

About Play Midlothian

Play Midlothian is a registered charity (no. SC025474) working to support children to thrive through play. We focus on play because we know how much this benefits children’s health, wellbeing and development. It is important for their lives in the here and now as well as for their future life chances.

We strive to remove barriers to play where they exist, to ensure all children have access to play that meets their needs. We provide services for children and families and build the capacity of communities to support play. This includes training and development opportunities for other settings, including schools. We are also a partner in the Midlothian Play Strategy, which takes a strategic approach in planning for and promoting play in Midlothian.

We have an office base in Dalkeith but deliver services throughout Midlothian, and if commissioned, beyond.

About the role

Our Playworkers support session planning and the day-to-day practicalities of our play services, carry out play work, and support services users. It is essential that the successful applicant enjoys all types of play and can respond flexibly to the needs of participants.

We are looking for someone who enjoys working as part of a team and can build productive relationships with our participants, colleagues and other stakeholders, while demonstrating an enthusiasm for Play Midlothian’s aims and values.

The postholder will be directed day to day by a Team Leader, and work as part of a team of Community Playworkers and at times volunteers.

It is important the postholder can be flexible about their hours, which will be worked over four or five days on a rota pattern over a 7-day week. Out 2 Play shifts may finish approx. 6.00/6.30pm. We value employees having work/life balance and aim to establish a pattern that shares out any evening and weekend working, so each employee has regular weekends off.

Play Midlothian’s services take place in a variety of community settings. Some are indoors, though a high proportion of our current services are exclusively outdoors (all year round), therefore the role will particularly suit applicants with a fondness for the outdoors.

We work with children and young people aged 0-13 (and at times older), with their parents/carers at some of our services, and at times with specific needs (including disability and emerging mental health challenges). We work with a variety of service models, though with the focus firmly on self-directed play. The goal is always to ensure that children have access to play opportunities that enable them to thrive.

Information on our current services can be found on our website.

For the right candidate, this will be a highly rewarding and stimulating role, offering plenty of variety in their work – all the while enabling their passion for children’s play to shine though.

The role can be based in Edinburgh, Glasgow or undertaken remotely.

To help govern and lead us we are recruiting a trustee who will succeed the position of honorary treasurer. Working alongside the current trustee before their planned departure there will a period of crossover to ensure a smooth transition. Our volunteer trustees must share our values, believe in our purpose and be passionate about putting children first.

You must be able to demonstrate sound, independent judgement and have an ability to be strategic, open minded and to work collaboratively and collectively. You should have great interpersonal skills, have an ability to challenge constructively where required and be able to critically assess and analyse complex issues. Good listening and communication skills are essential.

The specific skills required for this role are accountancy, and specifically experience in any or all of financial reporting, management accounting delivery or oversight, auditing or general financial management. Fulfilling an existing role or a recent past role in any of these domains will be required, and any experience of non-executive roles using your financial specialism in the charity sector would be a bonus.

We are especially keen to attract trustees with experience in digital technologies and specific knowledge of professional practice in health, social work, justice with experience of strategic service delivery for children in need of care and protection.

We are proud of the way we do things at Children 1st, we put relationships, rights, respect and compassion at the heart of everything we do, and we believe that with the best people delivering the best quality support, amazing transformation can take place. With this in mind we are actively recruiting those who have been historically excluded from governance roles and want to broaden our representation, inclusion and diversity so that we truly represent all of Scotland’s children. If you think you don’t fit the traditional profile of a board member but believe in our purpose and want to make a contribution to our work, please do get in touch. We will offer support and flexibility to ensure any barriers to your involvement are removed.