Administrator

Job Details

• JOB TITLE: Administrator
• PERSON REPORTS TO: Office Manager and Senior Management Group
• PURPOSE OF THE JOB: To provide high-quality administrative support to the fostering team, ensuring the smooth and efficient operation of the service.

About [Employer hidden — sign up to reveal]

[Employer hidden — sign up to reveal] is committed to delivering services that are user-focused and sensitive to the individual needs of children, local authorities, and the broader community.

Main Duties

• Provide comprehensive administrative support to the social work and Family Finder teams.
• Maintain accurate and up-to-date records and files on relevant systems (e.g., CHARMS).
• Manage internal documentation and ensure timely completion and filing of statutory forms, reports, and correspondence.
• Assist in preparation and distribution of fostering panel papers, meeting minutes, and agenda items.
• Input referral, placement, and carer data into relevant systems, ensuring accuracy and confidentiality.
• Support recruitment checks for foster carers and maintain compliance records (e.g., DBS checks, training records).
• Support recruitment checks for staff and prepare/participate in interviews for prospective staff when required.
• Coordinate diaries, schedule meetings, and manage communications with external agencies.
• Respond to telephone and email enquiries promptly and professionally.
• Monitor and maintain office supplies, ordering and replenishing as needed.
• Ensure office health and safety protocols are followed, including fire alarm tests and fire drills.
• Assist in creation and formatting of marketing materials, foster carer profiles, and newsletters.
• Prepare reports, maintain spreadsheets, and support audits and inspections.
• Uphold standards of data protection, safeguarding, and confidentiality at all times.
• Assist in coordination of training sessions.
• Support planning and delivery of events for foster carers, staff, and children.
• Attend team meetings and contribute to continuous improvement of administrative processes.
• Participate in relevant training and ongoing professional development.
• Carry out additional duties as reasonably required within the scope of the role.
• Support quality assurance processes, Ofsted inspections, and ensure adherence to fostering regulations.
• Support with transport arrangements, including pick-ups and drop-offs for looked-after children.
• Welcome and monitor visitors to the office, ensuring the visitor log is kept up to date.
• Actively engage in regular supervision sessions.
• Participate in an annual appraisal.
• Work collaboratively as part of the team to support service development and continuous improvement.
• Undertake other duties as may reasonably be assigned.

Person Specification

• GCSEs or equivalent in English and Maths (Grade C/4 or above).
• Previous experience in an administrative role.
• Proficient IT skills, particularly in Microsoft Office and database systems.
• Understanding of confidentiality, GDPR, and data protection.
• Experience with accurate data entry and document management.
• Excellent written and verbal communication.
• Strong organisational and time management skills.
• Strong attention to detail and ability to work under pressure.
• Ability to work as part of a team and independently.
• Satisfactory Enhanced DBS check and references.
• Right to work in the UK.