Senior Administrator - Safeguarding Service

Purpose of Post:

To manage administrative staff and all administrative and office functions including oversight of administrative support to Safeguarding Officers, Training Officer, Safeguarding Advisor and Safeguarding Manager.

Main Duties

• To line manage, advise and support a small team of administrators in the processing of criminal record checks for Church of Scotland congregations and the national offices of the Church.

• Provide regular supervision to the administrative team and undertake 6-monthly Professional Development and Learning reviews, managing team and individual performance as required.

• Provide diary management and administrative support to the Safeguarding Manager.

• Provide administration and minutes for the Safeguarding Committee including setting up meetings, initiating agendas and assisting with the preparation and distribution of papers, and ensuring that follow up actions are carried out in a timely manner.

• Assist in the organisation of conferences and training events.

• Be responsible for compiling and distributing regular newsletters to volunteers and paid workers.

• To act as a point of contact with Disclosure Scotland and Volunteer Scotland Disclosure Service about PVG Scheme applications and processes and be a point of contact with our umbrella body for Disclosure and Barring Checks.

• Act as a PVG Scheme counter-signatory when necessary.

• Keep all administrative and office policies and procedures under review, identifying and making improvements in operational processes when necessary. This includes changes to the Protecting Vulnerable Groups (PVG) and Disclosure and Barring Service (DBS) processes.

• To act as the point of contact for Data Protection issues, having a degree of oversight of the processing of personal information in the safeguarding service and ensure the safe handling, storage and destruction of confidential information. Responding within appropriate timescales to data breaches and subject access requests.

• Have overall responsibility for good customer service, the maintenance and updating of manual and computerised records, filing, databases, spreadsheets, purchasing and financial transactions, expenses and other office functions as required.

• Ensuring that workload is prioritised as appropriate

• Provide statistical/management reports as required.

Other Duties

• To contribute fully to the Central Services Committee Performance and Development Review (PDR) process

• Uphold all six Central Services Committee values while carrying out duties

• Any other reasonable duties as directed by management

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