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

Home-Start Edinburgh, Home Link Family Support, NHS Lothian’s Parent and Infant Relationship Service (PAIRS), Citizens Advice , Circle, Stepping Stones North Edinburgh, and City of Edinburgh Council’s Early Years Education are delighted to recruit staff for a new transformational partnership approach that will test bespoke holistic whole family supports throughout the early years. The project, ‘The Family Hub’, will ensure that appropriate, universal, and enhanced support is available at the earliest stage possible for all families with a child not yet in an ELC or school setting. This will be achieved by developing a cohesive pathway and menu of supports alongside families.

The project aims to:

• Improve family wellbeing
• Reduce inequalities in family wellbeing
• Long-term reduction in families requiring crisis intervention
• Long-term reduction in the number of children living away from their families
• Increase the number of families taking up wider support.

Home-Start Edinburgh is recruiting a Senior Co-ordinator, Evaluation & Impact, to support this project as well as the activities of Home-Start Edinburgh. The right person will be someone with a background working alongside families, and an understanding of how to gather evidence to illustrate the impact our service makes. With skills in quality assuring services and data, and supporting improvement activities, you will help drive forward support to families in Edinburgh.

We are looking for a therapist to join our Therapy Centre Team. We are open to considering a range of accredited therapists - art, music, drama, filial, Lego, play, certified Theraplay, Buss registered. If you are an experienced therapist with skills in working with children individually and in groups, we’d like to hear from you.

Scottish Adoption and Fostering is an established voluntary sector provider of specialist adoption services. We have built our reputation on the delivery of high quality and innovative services based on best practice. This is an exciting time to join the Agency as we expand our work to include a Mainstream Fostering Service.

The role is for 21 Hours a week and will involve some travel to work with children and families within a 60 mile radius of our Edinburgh Office. We want to take a flexible approach so if there are therapists who can commit to a set number of hours a week that are fewer than 21 hours we would love to hear from you.

JOB PURPOSE: The role holder will work closely with the Chief Executive and wider team to maintain and establish effective financial and administrative systems and processes. S/he will be responsible for the smooth running of our financial systems, undertaking book-keeping, reporting and regularly reviewing policies, processes and procedures to ensure they are fit for purpose and will liaise with the Board about financial issues. S/he will manage other operational matters from time to time

Key responsibilities

1. Financial management

• Be responsible for accurate and timely management of all MCFB income and expenditure cashflow management using SAGE
• Administer invoice approval and payment processes, manage bank accounts and operate expense claim procedures and payment processes
• Manage monthly financial ledger, including profit and loss and balance sheet reconciliations and cash flow analysis
• Processing month-end journals, including accruals, prepayments and balance sheet reconciliations; preparing corrective journals for income and expense reallocation for approval and processing. Reconciling accounts and ensuring accuracy of Trial Balance.
• Produce quarterly management accounts and financial reports for the CEO and the Board
• Support the development of the annual budget based on strategic priorities, trends and projections, and assist the Management Team in developing a strategic business plan to maintain the financial health and sustainability of the organisation
• Providing the CEO with regular and ad-hoc budgeting/forecasting and management reports in preparation of budgets for grant submissions, and grant financial reports as required by grant funders
• Support the preparation of annual accounts for audit and liaise closely with the auditors in the preparation of draft and annual statutory accounts
• Maintain and regularly review fixed assets register
• Oversee tax and regulatory and compliance issues, including Gift Aid reclaim
• Develop and document business processes and accounting policies with the CEO and management to maintain and strengthen internal controls
• Liaise with the payroll provider to manage payroll and pensions provision
• Responsible for liaising with internal teams in the timely submission of monthly expenses claims

2. General

• Accept personal responsibility for own learning and professional development
• Provide leadership, including by modelling positive behaviours to the diverse staff team
• Maintain a basic knowledge and understanding of issues affecting those that MCFB seeks to help
• Adhere to the organisation’s data protection, confidentiality, health and safety, and safeguarding children and vulnerable adults policies
• To undertake any other duties as may be required from time to time, which are commensurate with the nature of the post. Positive, pro-active approach, with an ability to problem-solve and the drive to develop and implement new systems and processes as necessary
• Excellent attention to detail and accuracy in all work with well-developed organisational and administrative ability, including proven success in setting up systems, keeping records and delivering financial reports to deadline and to a high standard
• Is discreet, trustworthy and respects diversity, equalities issues and confidentiality

Skills and specifications:

• At least 3-5 years experience in a similar finance role working in the charity sector
• Qualified l/part qualified, AAT with charity accounting experience of 5 years and above or Certificate in Charity Accounting and relevant degree
• Experience working in a financial management role and managing financial accounting systems, preferably SAGE
• Experience of using Microsoft Office – particularly Excel, minimum of intermediate level.
• Experience of an ERP or Modern Accounting Software e.g., QuickBooks, Sage, Xero, Microsoft Dynamics etc. would be advantageous
• Exceptional attention to detail and accuracy
• Experience with purchases ledger transaction processing, invoicing, credit control and month-end income and expenditure analysis.