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