Admin Officer - Partners

Role profile:
Admin Officer - Partners

Location: Edinburgh

Hours: 36.25 hours per week

Salary: Grade Points 27 to 30, £26,882 to £29,834

This role is subject to an Basic Disclosure.

Find out more about working at Health in Mind on the careers
section of our website.

About Future Pathways

Future Pathways offers support to people who were
abused or neglected as a child when they were in the
Scottish care system. The service was established
alongside the Scottish Child Abuse Inquiry and has
expanded considerably since its start in 2016. Future
Pathways’ aim is to help people live well. To change
paths, enjoy life, succeed and grow.

Working closely with our Commissioner, the Scottish
Government and more than 40 delivery partners,
Future Pathways has pioneered a unique model of
support that is transformative.

Our partnership approach is rooted in understanding
that the impact of childhood trauma is individual and
lifelong. We recognise that the experience of abuse in
care often means people may face significant barriers
to accessing much needed help.

As importantly, everyone we support will have different
needs and have insight about what will work best for them.
We provide a safe and trusted space for people to explore
what is most important to them and to access tailored help
toward their goals.

More than 2,600 people have registered. We have grown as
more people seek support. Future Pathways hosts 5 support
coordination teams and 60 full-time equivalent staff.

About the In Care Survivors Alliance

Future Pathways is delivered by the In Care Survivors
Alliance. The Alliance is formed of four partners:
Glasgow Psychological Trauma Service*, Health in
Mind, Penumbra Mental Health and the Scottish
Government.

Our Vision:

The Alliance vision is for people to lead full, healthy
and independent lives.

Our Values:

We uphold the following principles:

• Safety
• Trustworthiness,
• Choice
• Collaboration
• Empowerment
• Consideration of the specific needs of people who have

experienced Scottish care settings.

Our Purpose:

We do this by:

The purpose of the Alliance is to enable people to
access resources, care and support from our two
services and from the wider sector. We do this
through direct support, commissioning support from
our network of Delivery Partners, and enabling
people to access existing services.

• Being ethical, honest and reliable.
• Being professional, committed and respectful.
• Showing equity and equality in our approach.
• Prioritising the needs of people who access our services.
• Supporting each other and enabling others to take part.
• Being active participants in the Alliance and sharing our

expertise.

• Focusing on the people we support and seeking new ways

to improve.

Find out more about the Alliance at www.incarealliance.scot

“The Administration Team is the backbone of our service,
enabling others to do their best work and making a
tangible difference to people we work with and for. You
will join a warm and supportive team that is exceptional at
collaboration.”

Flora Henderson, Alliance Director

Operational Support Team

Empathy is seeing with the eyes of another, listening
with the ears of another and feeling with the heart
of another”
- Alfred Adler

This role sits within the Future Pathways service.

We live in challenging times so trust and teamwork
are essential as is managing competing priorities
which takes perseverance, stoicism, compassion, and
a willingness to listen and share. We are truly
passionate about making a difference.

Organised and with an eye for detail, you will provide
administrative support the Partner Relationship Lead,
responsible for enabling timely oversight and good
communication with partners, suppliers and
contractors who do work on behalf of Future
Pathways.

Operational Support Team structure

Peer Support
Lead

36.25 h/wk

Operational
Support
Manager
36.25 hpw

Engagement
Coordinator
36.25 hpw/
full time

Admin
Officers (3)
Varied hpw

Partner
Relationship Lead
36.25 hpw/ full
time

Purchasing
Officer
36.25 hpw/
full time

Admin Officer -
Partners
36.25 hpw/ full
time

Role profile

1 Service Delivery and Development

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I respond to day-to-day enquiries about contacting and
partners, supported by the Partner Relationship Lead.
I support the onboarding of new partners

•
• To undertake routine administrative tasks, including:
filing, record keeping, word processing, ensuring
compliance with current data protection legislation.
I issue agreements and renewals through Docusign
ensuring timely completion.
I create, populate and update partner profiles in our
online database. (Carista)
I help research prospective partners based on emerging
needs, gathering information from within and outside the
service.
I maintain up-to-date spreadsheets where required for
specific partners, enabling responsive communication
about individual support.
I respond to questions about individual support from
partners who support numbers of people
I maintain an accurate and up-to-date mailing list for
delivery partners
I process contracting and financial transactions in
accordance with Health in Mind procedures and
accountability requirements.
I prompt partners to send reports and file end of support
documents for partners who support numbers of people,
uploading documents to our online database, notifying
colleagues as required.

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I organize meetings, prepare agendas and distribute
notes preparing clear and accurate minutes after.
I monitor emails, prioritise messages, drafting
responses, or delegating matters raised as
appropriate and tracking to completion.

2 Relationships

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•

I understand that building positive,  respectful
relationships is at the heart  of my effectiveness in this
role.
I pro-actively build relationships with  my colleagues,
and the wider Health in Mind community.

• Within my relationships I work with  integrity and am

open, inclusive and  respectful and I ensure I
contribute to  any discussions in a respectful,
meaningful and constructive way.

3 Managing Resources and Risk

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I understand the importance of  working safely and
am accountable for ensuring our work  meets Health
and Safety  standards.
I am pro-active in identifying and  managing risk across
the range of  activities and relationships I am
responsible for.
I recognise the importance of self care and am
proactive in sustaining my resilience

Role profile

4 Support, Supervision and Development

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I understand that I will receive regular support and
supervision to enable me to work fully within my
role.
I am active in reflecting on my practice identifying
areas of my work I succeed in and those I can
further develop.
I am keen to develop my skills and realise my
potential. I take an active part in utilising the
development and training opportunities offered
to me.

5 Other

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I understand and implement Health in Mind
policies and procedures, supporting my team to do
the same.
I understand the importance of good data
protection practice and support timely response to
information requests.
I understand the importance of the SSSC Codes of
Practice and ensure that my work upholds these
codes.
I work with focus on improvement and delivery of
effective and impactful services.

About you

We look for a range of experience, skills and knowledge. The most important aspect for us is values fit. If you feel a
connection with our approach, beliefs and values, we'd love to hear from you even if you don't have all the required
experience, skills and knowledge. We can help you develop those.

Experience: We value lived and professional
experience equally.

Knowledge: We support ongoing learning and sponsor
many employees to undertake further qualifications.

I can demonstrate that:

I can demonstrate that:

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I have at least substantial experience in an
administrative role, with experience of overseeing
admin or finance processes
I can manage competing priorities with
demonstrable experience of  initiative and
autonomous working.
I have experience overseeing data gathering,
analysis and response to queries.
I have professional experience using Microsoft
Office 365 packages including cloud-based filing
systems like SharePoint and Teams.
I have experience in organizing meetings and
taking minutes.

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I have an understanding of mental health and wellbeing.
I have knowledge of confidentiality, GDPR, Data
Protection Legislation and  safeguarding protocols.
It is beneficial if you have had exposure to community
service environments in Scotland
It is beneficial if you have knowledge of the impact of
childhood abuse / neglect in Scottish care settings

About you

Skills and expertise: If you do not currently have all
the skills required, we can build these into a tailored
development plan.

Behaviours: Our behaviours are underpinned by our
values.

I can demonstrate that:

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I communicate well and can convey important
information in an accessible way, in writing or in
conversation.
I can prepare reports, including the analysis of
quantitative information
I am quick and confident in using Word and Excel,
with intermediate skill using spreadsheets
I am skilled at thinking critically and reflectively to
plan, prioritise and evaluate my work
I understand professional  boundaries and apply
them in my work.
I apply trauma informed principles in my work

I can demonstrate that:

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I am warm and engaging and, above all, care about
people.
I celebrate the diversity of thoughts, ideas, and working
methods that people with different experiences and
backgrounds bring.
I am action/ solution focused and professional in my
approach.
I can reflect on my work practice and be open to
constructive feedback.
I am flexible and able to adapt with agility when plans
change.
I understand the importance of informing my manager
about my progress and challenges.
I take responsibility for managing my work life balance.
I am an active team member,contributing ideas for
improvements and developments and inviting the
opinions of others.
I always project a positive image of Future Pathways.