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

About Us

Tiny Changes is Scotland’s first national young people’s mental health charity. We run projects with young leaders that help young minds feel better. The charity was set up in memory of artist and Frightened Rabbit frontman Scott Hutchison. Through his music and art Scott made tiny changes that had a big impact on people from all walks of life.

We believe that Scotland’s young people deserve great mental health, and we believe in their insight and innovation to make this possible. We exist to nurture the talent of young people to find solutions that work for them.

Over the next two years we'll support young people to co-design and lead Tiny Changes projects, while learning as much as we can about our impact. Our two goals are to invest £1 million in young people’s mental health and to support 10,000 children and young people.

The Tiny Changes team is growing all the time. We currently have 6 Trustees and we’re now recruiting for new trustees to join our Board. The Tiny Changes Team is made up of 3 employees and 2 consultants, creative partners and volunteer Wavemakers. You can read more about our team over on our blog.

Our Mission and Strategic Pillars

1. Investment in youth-led innovation: Young people’s wisdom, experiences and insights are our greatest assets. We create the conditions for young people to effect positive change in their communities, by listening to their ideas and investing our time and resources into making them a reality.
2. Learning from our impact: We are a young charity, with big ambitions, and we are still learning. We inspire lasting change through a deep understanding of the impact of our work. We gather insights from our successes and our mistakes, always asking young people what we could and should do better. We use these insights to challenge ourselves and others to improve the wellbeing of all young people.
3. Creating and nurturing communities for action: We believe in the power of community, and create and actively build supportive, inclusive and welcoming communities, led by and for young people. The roots of our community come from the music, art and life of Scott Hutchison and the support of the people who knew and were inspired by him, and our message of connection spans beyond this.
4. Investing in our future: As a charity committed to improving mental wellbeing we actively ensure that our team is well trained, supported, and that they have the resources they need to achieve our ambitions. We do this by being strategic in how we generate and administer all of our resources. We seek out opportunities to fundraise with people and organisations whose values are aligned to ours, so that we can maximise our collective ambitions for young people.

Our Values

1. Hopeful - We want to create a new narrative around mental health. Positive stories of support and invaluable lived experience that can give comfort to those who need it most. There is a fine line between the light and the dark and sharing a message of hope can be empowering for our community.
2. Brave - We are willing to take risks in supporting forward-thinking and creative ideas. We are committed, we demand and we are determined to make change. We are not afraid to stand up for our community and fight for real change. We will stand side by side and prove that better is possible.
3. Honest - We don't have all the answers, but we are optimistic, determined and ready to learn. We will be open and transparent with our journey, adapting to our communities needs and celebrating progress over perfection.
4. Kind - We care. We listen. We ask. We encourage and support anyone to raise their voice. We learn from each other, teach each other and forgive each other. Compassion, empathy and understanding are all key to reducing stigma and starting important conversations.

About The Role

At Tiny Changes, we’re preparing to strengthen our Board with new voluntary trustee appointments, one of the trustees will ideally become our Secretary. As part of the Board of trustees, you will be responsible for the overall control and governance of the organisation. This is an exciting leadership opportunity to join a dynamic organisation and make sure the charity maximises its impact.

Trustees are able to serve for a maximum of 3 terms (a term is 3 years). There are currently 4 Trustee Board meetings a year in different locations in Scotland, and conversations in between on emails. There are other options for Trustees to attend Tiny Changes events or projects throughout each year. You can find more information on the Job Description linked below.

About you

Tiny Changes aims to have an effective and efficient board with the appropriate balance of skills, knowledge, qualities and experience that will support the current and future needs of the organisation and wider society. The Tiny Changes board aims to have a mix of people with hard and soft skills as well as specific experience and knowledge to support the charity's vision and strategic objectives.

You don’t have to have any previous experience as a trustee or in governance, what we are looking for is clear motivation and willingness to learn about governance as well as an interest in mental health and young people in Scotland.

We’re looking for Trustees who:

• Share our values
• Are committed to and share our vision and strategic plan
• Have knowledge of and interest in mental health issues affecting children and young people in Scotland
• Bring a different perspective to the work of the trustees and leadership team
• Are qualities driven and self-reflective

We are interested in hearing from people with a range of experience and skills, please read the job description and person specification for more information.

We particularly welcome applications from the following groups who are currently underrepresented on our team:

• Young people under 30
• Young people with experience of mental health issues
• Disabled people
• Neurodiverse people
• People with experience of caring roles
• Care experienced people
• People from minority ethnic communities
• Asylum seekers or refugees
• People who identify as any gender that’s not cisgender
• People who identify as LGBTQIA+
• People from gypsy traveller communities
• People from a wide range of religious and cultural backgrounds

Are you an experienced trainer with the ability to engage a wide-ranging audience, and knowledge of conflict resolution?

If so this could be the ideal opportunity for you

About the service

Cyrenians’ Scottish Centre for Conflict Resolution (SCCR) is a National Resource Centre for best practice in conflict resolution, mediation and early intervention work with a particular focus on young people and families. Our award-winning digital resources, free training and events improve understanding of conflict and emotional needs, to transform relationships and lives.

About the role

This role will ensure that the SCCR continues to evolve and extend its reach. You will:

• Develop and deliver workshops and events, both online and in person
• Contribute to our range of digital resources
• Maintain and develop working relationships with family support services, schools and other groups / organisations
• Monitor and report on the progress of our work

About you

We are looking for an experienced trainer / facilitator with energy and enthusiasm to take this work forward. You will be creative, innovative and a highly motivated team player with an interest in improving the relationships and lives of young people and families.

You should also be:

• Well organised and effective with your time management.
• Flexible and creative in your approach
• Able to demonstrate our values of compassion, respect, integrity, and innovation in the work that you do.

How we will support you

You’ll be part of a small team, led by a supportive manager. There will be opportunities for you to learn and develop, while sharing your skills and experiences. You will have access to wider Cyrenians support, including our learning and development programme, and staff wellbeing services.

About us

At Cyrenians we tackle the causes and consequences of homelessness by taking a Public Health Approach to Homelessness Prevention. We take a values-led and relationships-based approach to delivering all our services.

You can find out more about our impact and our values online.

The Practitioner for Youth Services plays a crucial role in delivering practical and emotional support to empower young people through a strength-based trauma informed approach, enabling them to make informed choices about their lives. The service aims to evidence and monitor the progress of young individuals through regular assessments, ensuring their safety and well-being. Additionally, the role involves supporting young people in various aspects, such as housing benefit applications, understanding housing options, accessing education and employment opportunities, and connecting with community resources. The service is dedicated to delivering a supportive environment and seeking feedback from young people to continuously improve the quality of the service.

The Behaviours we expect is someone who will demonstrate:

• Initiates conversations and activities with the people supported, adjusting their approach to meet individual need. Demonstrating the importance of proactive engagement with individuals and adapting communication styles.
• Adaptable to changing circumstances and adjusting support plans when needed. Will use feedback to improve and enhance the quality of support provided.
• Adheres to the SSSC (Scottish Social Services Council) Codes of Conduct, Health and Social Care Standards and Care Inspectorate requirements.
• Respecting confidentiality, boundaries, and privacy. Recognises and addresses any potential conflict of interest.
• A person with good judgment and communication skills who will make informed decisions that involves critical thinking and problem-solving skills, especially in situations that require navigating challenges or conflicts with people who use our services.
• Taking accountability for your actions, decisions, and the outcome of support provided.
• Transparent about actions, decisions, and processes, including open communications with people we support and colleagues across the organisation.
• Constructively questions colleagues on best practices and provides feedback. Clear and respectful communication with young people and colleagues.
• Actively listening to understand and respond appropriately to individual needs.
• Collaborates effectively with colleagues, healthcare professionals and colleagues to contribute towards a positive and supporting team environment.
• Recognises when a colleague is facing challenges and proactively offers support without being prompted.
• Can demonstrates a problem-solving mindset, as it involves identifying issues and taking initiative to address them.
• Paying close attention to individual needs, preferences, and support requirements.
• A person who can accurately document and report information.
• Typically spends less than 1 hour per shift on administrative tasks and demonstrates the importance of focusing on direct support and are effective when recording.
• Takes calculated risks and can handle crisis situations in the service when they arise.
• A person who can remain composed under pressure and has the capacity for quick thinking and problem resolution in high-pressure situations.
• Can lone working in the service, other services or in the community.
• Builds positive relationships with people supported while managing expectations and boundaries. Using feedback to improve and enhance the quality of care provided.
• Respecting the dignity, autonomy, and independence of individuals we support. Involving individuals in decision making about their support.
• Role modelling that demonstrates a positive regard, respect, and kindness towards those receiving support
• Take an active role in continuous improvement by identifying areas for enhancement, participating in training and education, and contributing to the overall improvement of the service.
• Is engaged in learning opportunities, sharing learning, and putting learning into practice. Emphasises a commitment to personal and professional growth and a culture of shared knowledge.
• Prioritise the safety and well-being of people we support and will follow safety protocols and guidance.

The person needs to:

• Attend and participate in monthly reflective practice groups.
• Attend and participate in monthly team meetings.
• Attend, prepare for and action monthly case management meetings.
• Evidence training and development undertaken to meet SSSC requirements.
• Participate and contribute to debriefing of significant incidents and near misses.
• Take responsibility for scheduling and preparing for supervisions, case management meetings and appraisals.

To apply for this job, you must have:

• Minimum qualification of SVQ Level 2 in Health and Social Care or have at least 2 years relevant experience in a social care setting with young people.
• Knowledge of trauma informed practice and ways of working.
• Membership of the Protection of Vulnerable Groups (PVG) scheme.
• Registration with SSSC and meet requirements.
• Be able to use IT effectively including management systems, databases, and Microsoft 365

Benefits:

• Company pension
• Employee discount
• Free parking
• Health & wellbeing programme
• On-site parking
• Referral programme
• Store discount

Schedule:

• Weekends only

Licence/Certification:

• SSSC registration (required)