The role operates with a high level of autonomy and responsibility, often acting as the first point of contact for operational matters within a service. It requires strong organisational skills, initiative, and the ability to respond flexibly to changing service needs.

Key Results Areas

1. Service Operations and Coordination

   • Services are well-organised, responsive, and able to operate effectively, with administrative and operational processes running smoothly and consistently.

2. Systems and Data Management

   • Accurate and timely data is maintained across systems (including Dynamics), supporting service delivery, reporting, and organisational insight.

3. Finance and Resource Management

   • Service-level financial processes are managed accurately and in line with organisational procedures.

4. Service Access and Communication

   • Children, families, and partners experience a professional, responsive, and supportive first point of contact with the service.

5. Facilities, Health & Safety, and Local Operations

   • Service environments are safe, compliant, and well-maintained, with appropriate coordination of property, facilities, and health & safety activities.

6. Team and Service Support

   • Practitioners and managers are effectively supported through coordination of meetings, diaries, resources, and operational requirements.

Core Responsibilities (All Roles)

• Provide administrative and operational support to ensure effective service delivery.
• Maintain accurate records and data within organisational systems (including Dynamics).
• Support financial processes including invoices, purchasing, and petty cash.
• Act as a key point of contact for enquiries, supporting service access and communication.
• Coordinate meetings, diaries, resources, and general service organisation.
• Support compliance with organisational policies and procedures.
• Contribute to a positive, collaborative team environment.

Service-Specific Responsibilities

• Health & Safety coordination and local compliance tasks.
• Property and facilities management.
• Reception / front of house responsibilities.
• Supporting local funding, resources, or community activity.
• Event coordination or service-specific administration.
• Additional systems or reporting requirements.

What We’re Looking For

• Strong organisational and coordination skills.
• Ability to manage competing priorities and work independently.
• Confidence using systems and managing data accurately.
• Strong communication and interpersonal skills.
• A proactive and flexible approach.
• Alignment with Children First values.

Corporate Responsibility

• Be committed and adhere to Children First vision, mission, and values.
• Comply with Children First Safeguarding policies and procedures.
• Comply with Children First Code of Conduct and any relevant professional standards relating to the role.
• Actively consider the involvement of children, young people, and families with whom we work, in all areas of practice and to implement the Children First Participation Standards.
• Actively consider the involvement of volunteers in all areas of our work and to implement the Children First Volunteer Development Policy.
• Observe all health and safety requirements.
• Work within and promote policies in relation to Diversity Equity and Inclusion and anti-discriminatory practices.
• Undertake any other reasonably required duties as instructed by line manager or someone acting on their behalf, in addition to the role-specific responsibilities detailed below.

Need to Have

• Experience in an administrative or operational support role.

Need to Show

• Ability to organise and prioritise a varied workload effectively.
• Strong attention to detail and accuracy in data entry and record keeping.
• Ability to communicate clearly and professionally with a range of stakeholders.
• Ability to manage competing priorities and work independently.
• Ability to manage multiple tasks and deadlines.
• Understanding of basic finance processes (e.g., invoices, petty cash, purchasing).
• Ability to work independently while also contributing to a wider team.

Need to Know

• Understanding of administrative processes within a service environment.
• Awareness of data protection and confidentiality requirements.
• Understanding of health & safety responsibilities within a workplace.
• Basic understanding of office systems and processes.

Need to Be

• Proactive and able to take initiative.
• Reliable and accountable in managing responsibilities.
• Calm and solution-focused, particularly when dealing with competing demands or challenging situations.
• Flexible and responsive to changing service needs.
• Organised and methodical in approach to work.
• Demonstrate compassion, respect, and professionalism in all interactions.

What kind of people are we looking for?

What kind of Family Wellbeing team member will you be?

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Why us?

Salary, Conditions, Pension

About us

Children First is Scotland’s national children’s charity. We stand up for every child because all children should have a safe childhood. We protect children from harm and support them to recover from trauma and abuse through our national and local services. We help children, their families, and the people that care for them by offering emotional, practical, and financial support. We give children hope and a safer, brighter future. Our core values guide how each one of us works in our individual day-to-day job:

• With love, we put children first.
• With purpose, we transform children’s lives together.
• With strength, we do whatever it takes to protect Scotland’s children.

These values are reflected in everything we do. If you share our vision and values and would like to join our team, then we would love to hear from you.