The core focus of this role is to provide confidential, high-quality administrative leadership, coordination, and operational support to the Fit Like Family Wellbeing Service and the wider North Region senior management team, ensuring the effective running of regional business and service delivery.

The post holder will work collaboratively as part of a wider administrative support team to ensure continuity, consistency, and flexible support across services and leadership functions, responding to changing priorities and business needs as required.

Key Responsibilities

Provide a comprehensive high-quality secretarial and diary management function including but not restricted to:

• Ensure effective diary management and organisation/co-ordination of Meetings/activities i.e., all supporting information/materials prepared and associated arrangements have been made (e.g., room bookings).
• Effective minute taking at a range of meetings.
• Ensure all incoming communications are dealt with appropriately; draft letters and replies taking action where possible; assess priorities/urgencies for the attention of Senior Management, delegate to appropriate staff if applicable, and keep the relevant Assistant Director informed of progress.
• Maintain and develop confidential and electronic/paper recording and filing systems.
• Researches, requests, and collates data/information and responses on behalf of Assistant Directors and region e.g., reporting, business planning activities, funding applications.
• Provides and/or coordinates administrative support and relief cover for other Admin Support Managers/Executive Assistants as required to ensure continuity of support for Children and Family Services senior management.
• Provides general support and coordinates regional administration processes such as invoice processing and budget monitoring, petty cash, recording and monitoring systems, reception cover, recruitment, events, etc.
• Show care in carrying out preparation and tasks to improve the effectiveness of the senior management and the organisation which will require attending proactively to reduce pressures and optimise management capacity. This includes thinking ahead to ensure all support is in place practically, technically, and administratively for meetings, events, journeys, overnights, etc.
• To contribute to and have oversight of the day-to-day management of the administrative support function of the Fit Like Family Wellbeing Service.
• To coordinate and provide administrative function for the screening, allocation of initial conversations, Request For Assistance reporting process ensuring all requests are captured, allocated efficiently, effectively, and timeously while meeting agreed service standards.
• To lead and supervise the process for payment of Fit Like budget, oversight of family funding requests, management of petty cash payments to staff ensuring these are accurate and within agreed timescales.
• Ensure administrative processes in place to support service delivery within Fit Like Family Wellbeing Service, ensuring responsivity to families regarding outcomes of Request For Assistance processes.
• Multiagency communication prioritised to ensure that all stakeholders receive timeous updates regarding Request For Assistance.
• Daily oversight of the Fit Like Family Wellbeing duty inbox, allocating duty tasks appropriately to multiagency partners.
• Lead on coordination of Fit Like hub spaces with health and safety responsibility, ensuring that places are safe, comfortable, and inviting environments for children and families.
• Support provision of resources to Fit Like Family Wellbeing team.

Key Results Areas

Provision of Admin Support

• Coordinate admin support to ensure operational delivery. Work closely with other locality administration staff to develop and manage an admin support workplan and liaise with wider team and organisation as required.
• Develop and deliver advice and operational guidance to administrative team members to ensure that all processes work to best practice and service standards.
• Work alongside other team members and external stakeholders as appropriate to develop and improve service delivery including the management of sensitive information within the service and between multiagency partners.

Fit Like, Family Wellbeing Allocations

• Manage process for allocation of lead agency from Fit Like to families.
• Operate, develop, and proactively review internal allocation alongside service manager and team leads which allows management of family wellbeing team resource in Aberdeen.
• Ensure processes and procedures in place to keep child at centre of all decision making and communication of these decisions.
• Provide information, analysis, and reports to service manager and team leads from Microsoft Dynamics, to support contract obligations, service planning, and development.
• Provide administrative support to Fit Like Leadership team.

Finance

• Maintain day-to-day oversight of the service budget, including supporting variance monitoring and reporting.
• Lead on day-to-day oversight and management of the processes and administration of Fit Like payments and petty cash within the team.
• Oversee the process required to ensure accurate invoicing, tracking of expenditure, and associated reporting.

Statistics and Reporting

• Alongside Service Managers and others as appropriate, develop and maintain databases to collate evidence of contract delivery and performance.
• Lead on the coordination of relevant data for reports and meetings to comply with the reporting requirements of the service contract for a variety of internal and external audiences.
• Oversee and maintain the process and system developed to keep the Fit Like database up to date.

Relationships with others

• Provide a central point of contact for Fit Like partners, Children First staff, and volunteers with regards to the work of the Sathe whole family wellbeing service.
• Manage positive relationships with multiagency partners and key stakeholders.
• Ensure the values and principles of Children First are met and role modelled.

PERSON SPECIFICATION