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.

Care and Repair Edinburgh (CRE) is an independent charity who have been serving Edinburgh’s older and disabled community since 1985 and regularly complete over 6,000 jobs every year in homes across the city.

CRE offer a range of practical services to help older and disabled people repair, improve or adapt their property so that they may remain independent at home for as long as possible.

The Charity is a financially stable and viable organisation and has gone from strength to strength particularly over the past 5 years.

We are now looking to recruit a new Chair and additional Trustees with an range of skills and experience to support the direction of the organisation. Candidates skilled in Third Sector Leadership, Business Management, Finance, Marketing and Social Media, Charity Law, Social Care or Reablement would be of particular interest.

CRE welcome candidates who do not have Board experience as full induction and training will be provided.

As a Trustee, you will be responsible for the strategic direction, control and accountability of the Charity ensuring that its activities are in the interests of its beneficiaries. Trustees are also responsible for confirming the organisation complies with its governance, charity law, company law and any other relevant legislation or regulations.

The board meets quarterly in Edinburgh (February, May, August and November), either face-to-face, via video chat, or as a hybrid of the two plus an additional AGM. Aside from the quarterly board meetings, additional time consideration is required to allow for reading of relevant papers, follow up on any action points, and attending occasional additional meetings, events, or strategy days. The average total time commitment is approximately 1-2 days per month for Trustees and 2-3 days per month for the Chair.

As a voluntary position, Trustees are not paid but travel and other expenses for attendance at meetings are reimbursed in line with CRE policy. As a local, inclusive charity we are keen this diversity continues to be reflected in our Board.

Glasgow South Carers Centre provides services to unpaid family Carers, who look after a family member or friend who cannot manage alone due to illness or disability, including Young Carers and their families.

Applicants must have an understanding of and commitment to the needs of carers, have excellent written and oral communication skills, have experience of support planning, providing an information and advice service, planning and delivery of services to support carers, have strong admin, communication and organisational skills and have a knowledge and understanding of the policy drivers for unpaid carers, especially in relation to the Carers Act.

Although experience is desirable, a willingness and commitment to learning is key, underpinned by strong admin, communication, and organisational skills.

Working alongside our Carers Support Workers and directly with Carers, our TPSC will source appropriate providers to deliver a range of online, digital and face to face training for carers. Organise and promote training and provide Peer Support opportunities which will enable Carers to manage their caring role and maintain their own health and wellbeing.

A fantastic opportunity has become available within the Fundraising & Engagement Team to deliver significant income from two key income streams and sustain our mission to ensure nobody faces dementia alone.

The Fundraising & Engagement Coordinator will report to the Fundraising & Engagement Leader, contributing to the delivery of our strategic objectives.

Whilst the role will work collaboratively to support all income streams, we are particularly keen to hear from anyone who has prior Corporate Partnership and/or Major Donor experience.

We are looking for someone who is naturally optimistic and empathetic, with a can-do attitude. You will be a self-starter, comfortable working independently, who thrives on building meaningful relationships. Applicants should enjoy and have a track record of working in a fast-paced and varied environment.

Successful applicants will have a positive attitude towards dementia, along with excellent communication skills and a caring manner. A pro-active approach to learn and participate in training will also be expected.