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

Are you looking for a new challenge and an opportunity to help shape a grassroots organisation?

Make Do and Grow CIC is a not-for-profit social enterprise, focussed on supporting growing families, developing creativity and encouraging reuse.

Based in a retail unit in Burleigh Street, Govan, Make Do and Grow sells low cost, preloved clothing and toys for growing children. Within the shop area, families are encouraged to pause and play with the toys, read a book or draw on the chalkboard wall. Local partnerships support struggling families with shop vouchers, providing much needed childrens resources with choice and dignity. Meanwhile, the creative workshop area offers free drop in arts and crafts and after school art clubs throughout the week. All activities reuse scrap and waste materials wherever possible, making activities replicable at home and encouraging reuse and repurpose.

The Toy Library, based five minutes walk away at 901 Govan Road, provides high quality toys on a membership based borrow and return model. Families have access to educational and play inspired toys which support learning and development and facilitate reuse over new. Play sessions from brick building to board games bring families together, reducing isolation for parents/carers and increasing wellbeing through creativity and play.

We currently have vacancies for Non Executive Board members (voluntary) at a critical time for Make Do and Grow. The organisation is nearing the end of a 3 year development plan which has forged strong roots within the local community, built core partnerships and established need and services to support, including the launch of The Toy Library two years ago.

The organisation is looking to consolidate current activity and grow, alongside the families we support. As a new Board Member you will play a key part in designing and enabling the development plan for the next 3- 5 years and improving the governance framework to effectively monitor performance. This will be clearly focussed upon delivery of high quality arts, play and reuse services for families and young people across Govan, wider Glasgow and beyond.

We are looking for dynamic, forward thinking and enthusiastic people from a variety of backgrounds to contribute to Make Do and Grow’s emerging future and are particularly keen to hear from people living within the Greater Govan area and / or with relevant HR, Financial or IT/Digital Communications experience. We will provide tailored training and development, alongside experienced Board Members who can share learning and experience. The board meet monthly.

The Relationships Scotland Network is the largest provider of family and relationship support in the country. We offer relationship counselling, family mediation and child contact centres through a network of 21 member services across Scotland, which provide face-to-face support to around 18,000 people each year.

We are looking for two new Trustees to help build upon the strong existing skills within our current Board. In particular we are looking for people with the following:

To help build upon the strong existing skills within our current board. In particular we are looking for people with the following:

• Knowledge of the challenges facing children and families today

• Scottish Government, Local Authority or other public sector experience

• Traditional and Social Media/IT skills

The trustee role would include four board meetings a year (currently two in person, and two online), along with the potential to take on some additional responsibilities as required.

We want our Board to reflect the diversity of the modern communities we work with, and value the benefits of having different experience and points of view on our Board. We particularly welcome applications from people living with a disability or long-term health condition, LGBTQ+ people, younger people and those from ethnic minority communities

Relationships Scotland is the largest provider of family and relationship support in the country. We offer relationship counselling, family mediation and child contact centres through a network of 21 Member Services across Scotland. Around 18,000 people receive a face-to-face service each year.

We are looking to appoint a new treasurer to join our Board. The treasurer will be responsible for overseeing financial matters on behalf of our Board and will be responsible for ensuring that the organisation has robust financial processes to ensure it meets its legal and constitutional requirements. While we encourage and welcome applicants of all backgrounds, we are keen to hear from candidates that have experience of charity financial management or are chartered in a suitable accountancy field.

This role would include four board meetings a year (currently a mix of in person and online), along with four online Office Bearer meetings each year, and our AGM.

We want our Board to reflect the diversity of the modern communities we work with, and value the benefits of having different experience and points of view on our Board. We particularly welcome applications from people living with a disability or long-term health condition, LGBTQ+ people, younger people and those from ethnic minority communities.