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

Hanover has been successfully housing and supporting people in Scotland for over 40 years. Our core purpose is to help people feel safe and secure at home so they can live full and independent lives. Part of this includes our Telecare service, which operates (through a control room environment) a seven day, 24-hour service to ensure customer safety and wellbeing.

About the Role

Hanover Scotland are excited to be recruiting for a permanent Telecare Supervisor to join our Telecare team.

Based within the Customer Services Directorate and reporting to the Telecare Manager, this role can work from either our Edinburgh or Glasgow offices on a hybrid basis. The successful candidate must be able to attend one of our offices as and when requested. This is a fantastic opportunity to join at a time of growth and development within the organisation.

As Telecare Supervisor you will:

• Support the Telecare Manager to manage the day-to-day operations of the Telecare service.
• Manage and motivate the Telecare Senior Operators to deliver a high-quality, efficient, and effective service for our customers.
• Ensure there is an appropriate operating model in place including a strong relief pool and robust shift and rota patterns to manage the service 365-days a year.
• Co-ordinate people management responsibilities for the Telecare Senior Operators and Telecare Trainer to ensure that they are consistently applying HR policies, procedures, and processes.
• Monitor, maintain and update Telecare systems and assist with software migrations, including our transition to a new digital Alarm Receiving Centre (ARC).
• Ensure a robust audit framework is in place to maintain consistent compliance with Telecare Standards Association accreditation and relevant standards.
• Ensure data and information is available for monitoring and reporting the day-to-day service delivery to meet the agreed KPI’s and Service Level Agreements.
• Play a key role in the delivery of the Telecare Improvement Plan to support strategic objectives.

About You

• Relevant experience of the day-to-day management of both employees and either an Alarm Receiving Centre or Customer Service Centre.
• Detailed understanding of the Telecare or Customer Service Centre sector.
• Experience of delivering a positive culture that can deliver performance against targets.
• Well-developed digital and ICT systems skills as well as being highly proficient in rota management.
• Champions coaching and development of a team to support personal growth with strong, collaborative working within the Telecare team and with other internal and external partners.

What We Offer

Aside from offering a supportive and friendly environment where our people are valued and appreciated, we’ll see that your hard work and drive to succeed are rewarded through:

• Competitive salary and pension options
• Flexi-working and a Hybrid Working Model
• Health and Wellbeing support networks including Mental Health First Aiders and a 24/7 GP helpline
• Access to our new Hanover Perks platform which includes high street discounts, health cash plan and fuel card
• Cycle to work scheme
• Family friendly policies

An exciting opportunity has arisen to join the Access to Industry’s Young Peoples Service. You will work in a trauma informed way supporting young people aged 16-21, with complex health and social care issues, to progress towards education, training or employment. You will be part of a small team working one-to-one with young people as well as developing and delivering structured group work.

Key Responsibility areas will include:

Service Delivery:This role will focus on the intensive case management of young people from the City of Edinburgh who have mental health issues which may be a result of adverse childhood experiences. Their challenges to progress may be compounded by emerging issues with substances; offending behaviour; family support; and/or accommodation. You will work in outreach, to engage with Edinburgh’s young people including i.e., schools, Through-Care After-Care, young person’s substance misuse practitioners and HMP YOI Polmont (linking with AI’s Passport CashBack project).

Caseworker support:You will work one to one with young people, assessing their needs, devise action plans and work holistically. Support will be flexible, from employability to welfare advice.

You will work to progress clients into training programmes, employment, and education.

Over time you will develop small-group work programmes that meet the needs of young people you support.

Targets: The project has annual targets and outcomes that you will work towards achieving and achieving evidence of for funders. This is monitored monthly through team meetings and within support and supervision.

Partnership: Pivotal to your role, you will be working with other services and agencies to build positive networks for young people and referral sources into the service.

Administration: You will administer all aspects of the project from referrals, training, progression routes and employer engagement.

AI Team: You will play a part in the wider team of AI through attendance at internal meetings and participation in shared services across the teams.

Quality Assurance & Management Systems: You will maintain excellent records and will maintain case management through use of the Management Information Systems, Helix.

Health & Safety and Property Management: You will ensure a healthy and safe environment, and the protection and best use of property and equipment, by implementing and observing AI policies and procedures. You will ensure that all work opportunities are carried out in accordance with Health and Safety legislation and good practice.

Communications: You will be an effective communicator as you will be working with external agencies, specialist providers and employers and attending meetings on AI’s behalf. You will contribute to internal reporting procedures both written and verbally. You will market the project externally. You will ensure client and organisation confidentiality at all times.

Other Requirements:The post holder will be expected to manage their own caseload and work with minimum supervision partly in an outreach capacity.

Why apply for this role?

Children’s Hearings Scotland (CHS) is undergoing an exciting period of reform, designed to make a step change in improving the outcomes for infants, children and young people who need us most. Children’s Hearings Tribunal Members play a vital role in Scotland’s society. They listen and make legal decisions for infants, children and young people. They ensure that the young person is at the heart of every decision taken – because every decision, no matter how big or small, has an impact.

You will be joining CHS at a pivotal point, as we continue to implement our new regional tribunal support model that was launched in 2023. Alongside the Regional Tribunal Delivery Manager, Regional Partnership Co-ordinator and our current Area Support Teams you will play a significant role in supporting our Panel Community through change by shaping and implementing wellbeing approaches within the new model, ensuring our volunteer communities are effectively supported.

Working under the guidance of the National Wellbeing Manager, and reporting to the Regional Tribunal Delivery Manager, the successful candidate will join the other Wellbeing Coordinators to deliver consistent approaches to wellbeing support and volunteer management in all the areas in their region.

This new role will be part of the operational delivery team for each of 9 new CHS Area Support Team regions across Scotland and will work alongside and support our volunteer community through the change and transition now and in the future. It will help us to provide an enhanced and consistent support structure to better enable our volunteer Tribunal Members to support children and young people throughout Scotland. It will provide a strong foundation to support and enable our panel community to deliver our duties from the Care & Justice Act and the recommendations agreed in the ‘Hearings for Children’ report.

Your role

Reporting to the Regional Tribunal Delivery Manager, the Regional Wellbeing Co-ordinator is responsible for the promotion of wellbeing support needs of Tribunal Members within one of 9 regions across Scotland. You will support the Regional Tribunal Delivery Manager and the Regional Partnership Co-ordinator to deliver the National Convener’s statutory duties for the provision of Children’s Hearings across a dedicated region in Scotland to a consistent high-quality standard.

The core purpose of this role will be the identification of wellbeing support needs on a regional level and signposting Tribunal Members to relevant support. This may involve contact pre/post hearings which are identified to have distressing subject matter and putting the relevant support mechanisms in place to promote the wellbeing of Tribunal Members. The role holder will be key to managing the relationship(s) between Tribunal Members who are volunteers and the organisation more broadly.

The role holder will be expected to be an exemplar for the values of CHS including listening to and valuing the voice of children and young people, the contribution of volunteers, and ensuring a respected, quality based, and sustainable tribunal system is delivered on behalf of the National Convenor.

About you

You will have excellent people skills and can build positive relationships with people who come from a variety of backgrounds and beliefs.

You will share collective responsibility for delivering organisational objectives, through active engagement and collaboration with colleagues at all levels in the organisation.

You will be energetic and enthusiastic, a brilliant collaborator with demonstrable experience of effective wellbeing support within an organisational setting; able to evidence insight (professional, direct or personal) into the implications of Trauma on behaviour.

You will have direct experience of supporting people (volunteers or employees) through complex or challenging situations. You will have experience of guiding and supporting others through continuous improvement projects; having the willingness and ability to enable changes to take place in the most productive way.

You will be an excellent communicator, building links and networks across teams (internally and externally), effectively initiating dialogue across the organisation recognising that we have a shared responsibility to provide the best experience for our volunteer colleagues and wider stakeholders.

Life at CHS

At Children’s Hearings Scotland, our highly trained Tribunal Members make decisions for Scotland’s unique Children’s Hearings System that upholds and promotes the rights of infants, children and young people. Our 2,500 volunteer Tribunal Members take part in children’s hearings in their local areas, making decisions with and for infants, children and young people. Our organisation also supports a network of Area Support Teams throughout Scotland who support Tribunal Members in their local communities.

As an organisation that works within the Children’s Hearings System, we are passionate about making a positive contribution to improving outcomes for Scotland’s infants, children and young people.

You can read more about our core values on our website as well as view an introductory video to our organisation. We also offer a generous benefits package from hybrid working to flexi hours and a fantastic pension scheme – check out our full benefits summary.

Diversity and Inclusion

CHS is an equal opportunities employer. We encourage diversity and are committed to creating an inclusive environment for all employees. We actively encourage applicants from all protected characteristics and are committed to providing any reasonable adjustments required during the application and assessment process, and upon joining us.