Administration & Operations Assistant

Working as part of the administration team based at OPFS HQ and provide administrative support by accurately, and efficiently, contributing to the operations of the HR & Administration, Finance and Business Development teams. The post holder will report to the HR & Administration Manager with day-to-day mentoring and support provided by the Administrator., 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, as jobs change and evolve over time. Specific duties include

• General Administration: Record and distribute incoming and outgoing mail, electronic and hard copy, filing, word processing, mail merge, reception duties, booking appointments for clients and meeting space, placing orders for stationery, equipment, and other office items. Keeping an itinerary of IT equipment, including location, and dealing with repairs and faults thar arise. Arranging travel and accommodation for staff as required. Provide clerking support to internal groups and committees, including preparing and circulating papers and calendar events, booking spaces and taking minutes.
• Administrative Support: Provide clerical support to the Finance and Business Development teams as needed.
• Meeting Rooms: Provide an efficient and effective set up of audio-visual equipment, refreshments, organising catering if required, and other items for meetings and ensuring rooms used are reset ready for further use.
• Personnel Administration: Inputting and auditing data within Salesforce, SharePoint, and other systems. Creating, updating, and archiving manual and electronic personnel files. Administrating the recruitment process, responding to applicant queries and arranging interviews. Recording absence records, archiving files including scanning and shredding, ordering ID cards and leaving cards, collating annual leave data and regular audits and updates of staff contacts list.
• Events and Training: Assist in the organisation and administration of events and training.
• Advice and Information: Support the administrator to ensure clients are initially given the correct advice / support and guidance when telephoning the office and that they are subsequently passed to the most appropriate member of staff.
• Health and Safety: Act as a designated Fire Warden and First Aider. Recording and testing Fire Alarm on a weekly basis, carrying out Health & Safety walk rounds, maintain a list of organisational First Aiders and Fire Wardens and keep First Aid kits up-to-date. Training will be supplied.
• Facilities: Liaise with external cleaners to ensure a high standard of work, organising waste for pick up and recycling and ensuring confidential information is securely destroyed.
Corporate responsibilities
• Committed to supporting the work of OPFS and improving the lives of single-parent families.
• Work in alignment with OPFS's values of Justice, Equity, Trust, Compassion and Collaboration, alongside our Code of Conduct.
• Flexible in approach to work and duties, taking on tasks as directed by Managers.
• Actively contribute to teamwork, promoting collaboration and a positive problem-solving attitude.
• Take personal responsibility for complying with policies, including safeguarding, confidentiality, health and safety, and data protection.
• Promote equal opportunities and diversity within your work and the wider organisation.
• Ensure single parents' voices and experiences influence your work where relevant.
Personal specifications Please ensure you identify how you meet these within your personal statement.


• Good IT skills and working knowledge of Microsoft systems
• Self-motivated
• Good organisational skills
• Good interpersonal and communication skills
• Commitment to continuous professional development
Desirable
• Experience of working in the Third Sector
• Understanding of single parent challenges
Terms & conditions

OPFS was founded in 1940 and since then we have been at the forefront of shaping policy and services in Scotland, that support single parents and their children. Today, there are over 144,000 single parent families in Scotland, 25% of all families. We involve parents, champion their voices and keep their needs at the heart of everything we do.

1. Period of appointment: This role is fixed term for 9 months, with the possibility of extension. Confirmation of appointment is subject to satisfactory completion of a 3-month probationary period, references and basic disclosure. 2. Hours of work: 21 hours per week 3. Salary: OPFS scale points 9-11, £23,408-£25,750 per annum for full time 4. Holidays: Holiday entitlement of 5.6 weeks per annum pro rata for part time. 5. Pension: You will be auto enrolled from your start date. OPFS pays 7% of your salary and you pay a minimum of 3%. 6. 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. Regular team meetings will be held, and staff have access to internal and external training. 7. Equal Opportunities and Family Friendly Employment: OPFS aims to be an equal opportunity and family friendly employer. OPFS has Investors in People Silver status.