The Butterfly Trust is the lead agency providing social support for people affected by Cystic Fibrosis throughout Scotland. We provide a comprehensive and diverse range of outreach services for all ages of people with Cystic Fibrosis and their families across Scotland.

We are looking for a motivated, enthusiastic, creative and personable individual to join our team. With an appropriate skillset to add value and who has ambition for continued personal and professional development. Someone with a keen interest in promotion, marketing and social media.

We will provide both in-house and external training to ensure all of our team have appropriate skills and knowledge to fulfil their role to the best of their ability.

The Promotion & Finance Assistant will be responsible for collating content for our social media accounts, promotional activities, newsletters along with assisting with inputting invoices into our accounts system and supporting our Fundraising Department. This role is varied and brings the opportunity for training and development.

Full driving licence and a car is essential.

For this regulated work the successful candidate will be required to gain/maintain PVG scheme membership which will be paid for by the Trust.

We offer:

• Out of pocket expenses
• Mileage allowance
• Individual staff training budget/in-house training
• Generous holiday entitlement

The Butterfly Trust is the lead agency providing social support for people affected by Cystic Fibrosis throughout Scotland. We provide a comprehensive and diverse range of outreach services for all ages of people with Cystic Fibrosis and their families across Scotland.

We are looking for a motivated, enthusiastic and approachable individual to join our team, with an appropriate skillset to add value and who has a commitment to continued professional development. We will provide both in-house and external training to ensure all of our team develop their skills and knowledge to fulfil their role to the best of their ability.

The successful candidate will have good communication, problem-solving and organisational skills and they will be able to motivate others and work with people at all levels.

The main duties for this role include:

• To take responsibility for delivery direct one-to one support for children affected by Cystic Fibrosis, and the supervision of the volunteer befrienders providing some of this the support
• To provide direct support for children and their carers and to deal with complex issues
• To work in collaboration with specialist medical personnel to ensure provision of professional and integrated medical and social support services
• To liaise, when necessary, with Social Care Services, Local Authorities and other relevant specialist agencies
• To contribute to recruitment, selection, induction and training of volunteers who provide outreach support and ensure volunteer befrienders are skilled to respond to issues affecting people living with Cystic Fibrosis and their carers
• To maintain communication and information systems to ensure good practice and effective monitoring, maintain accurate records and provide monthly reports to the Managing Director

Full driving licence and a car is essential.

For this regulated work the successful candidate will be required to gain/maintain PVG scheme membership which will be paid for by the Trust.

We offer:

• Out of pocket expenses
• Mileage allowance
• Individual staff training budget/in-house training
• Generous holiday entitlement

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

To lead the provision of relationship-based support delivered to young people and families in the community and to promote positive outcomes in line with the values and principles of includem.

Purpose & Context of Role

The postholder will manage their own caseload ensuring support plans are developed with the young person to respond to their individual needs and supporting them to improve outcomes in line with GIRFEC principles and includem’s model of support.

A project worker will demonstrate leadership and ownership over effective service delivery to young people by managing outcomes for young people through use of line managers, colleagues and organisational tools, processes, policies, and procedures.

The key responsibilities of the Project Worker include, but are not limited to:

Service Delivery

• To build relationships and deliver outcome-based support to young people and families, involving all key stakeholders.
• To be available for young people and families at critical times
• To explore values and attitudes with young people in a supportive manner, to affirm and validate their feelings and ideas, and nurture and confirm their learning.
• To ensure a focus on regular and appropriate case progression to help young people and families recognise progress.
• To assess and respond appropriately to situations where young people and/or families may be at risk of harm.
• To support with crisis management and generate solutions for young people and families using the Helpline, with risk enablement being at the heart of professional judgement and decision making.

People

• To understand the different coping mechanisms that young people and their families use to deal with stress and high emotions, and to respond appropriately.
• To demonstrate professional resilience when providing support with sensitive or challenging issues
• To use a strengths-based approach to empower individuals facing adversity to find solutions and make positive changes, ensuring resources are in place to sustain these changes.
• To establish mutually trusting, open and non-judgemental relationship with young people and their families
• To encourage and lead collaborative team work to provide a ‘scaffolding of support’ around each young person and their family.
• To respect and value the contribution of wider stakeholders and the delivery of includem services.
• Where opportunity allows experience of directing, supporting, and mentoring Assistant Project Workers/Sessional staff.
• Any other duties as designated by your line manager.

Resources

• To deploy time effectively to meet the needs of young people and families to ensure the service is available 24/7, 365 days per year.
• To maintain and produce accurate and timely records and reports.
• To ensure support is delivered in line with includem’s Policies Procedures, SSSC Codes of Practice & National Guidelines

Influence

• To gain commitment from other stakeholders with varying demands and priorities
• To ensure young people and families are empowered to make informed choices.
• To support young people and families to effectively communicate with others.
• To work with young people to identify goals aligned to wellbeing indicators and to positively influence progression towards these goals.
• To reflect on practice, share learning and promote continuous practice improvement within a team setting.
• To articulate and endorse the includem framework of intervention and the key aspects of the service delivery model to a wide audience.
• To role model appropriate practice standards and professional boundaries to others
• To ensure a high-quality service is delivered to young people and families.
• Demonstrate understanding of your impact on people and how they might see you.

Quality Assurance

• To be accountable for the quality of your work and be able to evidence this work effectively.
• To actively participate in formal supervision and continuous professional development.
• To generate creative and new solutions to issues faced by young people and families.

If you want to apply you must have full UK driving licence.

Full job description can be found here.