Administrator

Gwasanaeth Mabwysiadu Dewi Sant

St David's

Adoption

Service

JOB DESCRIPTION: Administrator

Gwasanaeth Maethu Dewi Sant

St David's Fostering Service

POST	Administrator
SERVICE	Adoption and Fostering Service
TERM OF POST	Maternity Cover – 18 months
SALARY	£31,537-£34,434 per annum. Pro Rata
SCALE POINT	SCP18-23
HOURS	22.5
ACCOUNTABLETO	Deputy Director
LINE MANAGER	Stage One Manager
BASE	Cardiff – Lambourne House, CF14 5GL
TRAVEL	Incidental Business Travel
APPROVED	Yes

ST DAVID’S VALUES

St David’s Children Society is a registered and approved Voluntary Adoption and Fostering Ag ency covering the geographical region of Wales. The person who holds this position is expected to have full regard to the values of the organisation and be prepared to operate within its ethos and its services ’ vision and m ission statements .

CORE STATEMENT OF POST

The principal purpose of the post is to fulfil the objectives of St David’s Children Society relating to placement arrangements for children in Wales. The post holder will be part of an administrative team that aims to provide creative, responsive adoption and fostering services to those using the services and those working in the organisation .

THE ROLE

To work alongside the other Administrators in the organisation in providing an administrative service, including technical administration to the Adoption Service (incorporating the Adopting Together Service) , and Fostering Service within St David’s Children Society.

Any further administrative duties that may be required in order to further the work of the Society.

KEY TASKS

To act as first point of contact for any telephone enquiries (or other types of communication such as emails) into the Society and respond effectively with prompt referral to a manager or social worker as appropriate.

To assist the Registered Managers and Responsible Individual in ensuring the Society adheres to its statutory responsibilities in relation to the maintenance and storage of records.

To act as the panel administrator, including the timely distribution of panel packs, taking of minutes and sending out letters to adoptive applicants / parents’ post decision by ADM .

• To collate and distribute agenda items to Board of Trustees .

• To minute Team Meeting, Trustee AGM, quarterly board meetings and other meetings as required .

Proficient in the use of Microsoft Office 365, including core applications such as Outlook, Word, Excel, PowerPoint, Teams, and other associated Microsoft 365 applications, to effectively support administrative and organisational tasks.

• Devise and maintain office systems including inputting information into the CHARMS database in a timely way .

• To assist with the induction of the management team and social workers in any new database systems that are introduced into the Society.

Set up and maintain electronic files for adoptive and foster carer applicants / families including procuring necessary references .

To provide administrative support in respect of prospective adoptive reports (PAR) and Form Fs (fostering) and reports submitted to the Society’s Adoption and Fostering Panel s

• To undertake routine administrative tasks for the CEO, management team and social work staff, including message taking, attending meetings, minute taking and keeping notes .

• To process all statutory checks for prospective adoptive applicants and foster carers .

• To process all statutory checks for temporary and permanent staff members, Trustee and panel members.

• To set up personnel files for temporary and permanent staff members.

• To collate quarterly/annual statistics for National Adoption Service and CVAA .

• To act as the administrator for all post approval training, including sourcing venues, sending out invites and collation of training packs .

• To manage the petty cash .

• To process inter agency fee invoices to Local Authorities.

• To arrange for closed files to be archived .

• To provide admin istrative support for Access to Records work .

• To liaise appropriately to prioritise and share the workload in order to maintain an efficient administrative service .

• To share responsibility for monitoring at different stages of the adoption and fostering process es .

• Act as First Aider to the Society and keep up to date with legislation and training .

• Act as Fire Marshall , follow the guidelines as set out by Lambourne House .

• Act as Health & Safety Officer and keep up to date with legislation , training and internal processes.

• Ordering and maintaining stationery and equipment

General

• To carry out any other tasks that may be delegated appropriate to the grade.

KEY EXPECTATIONS

• To work in a manner which is in keeping with the equal opportunities and anti - oppressive practice standards of St David’s Children Society .

• To adhere to Health and Safety regulations and maintain a safe working environment .

• To work accountably within all the organisation’s policies and procedures, including acceptable usage of IT, Confidentiality, Data Protection and Equal Opportunities.

CONFIDENTIALITY

It is expected that a ll staff employed by St David’s Children Society will understand that our work is confidential and that personal details must not be divulged to members of the public. This obligation will continue indefinitely even after termination of employment.

QUALIFICATIONS AND EXPERIENC E

The post holder will be expected to demonstrate their suitability for the post.
See Person Specification for full details.

PERSON SPECIFICATION (To be read in conjunction with the Job Description)

POST Senior Administrator

1	QUALIFICATIONS(E = Essential D = Desirable)	E	D	Evidence to bederived from
	● Minimum of 5 GCSEs/NVQ Level 2 (orequivalent)	✓		Application form

2	EXPERIENCE(E = Essential D = Desirable)	E	D	Evidence to bederived from
	● Administrator with a minimum of 2years' experience in a busy officeenvironment			ApplicationForm
	● Experience of using databasessystems			ApplicationForm/Interview
−	Experience of taking minutes atmeetings	√		ApplicationForm/Interview
−	Experience of working in a voluntary0or local authority setting		√	Applicationform/Interview
	Experience of Microsoft Office 365including all applications.	√		ApplicationForm/lnterview
	Experience of being a fostering or ● adoption panel administrator			Application Form/lnterview

3	KNOWLEDGE/ SKILLS(E = Essential D = Desirable)	E	D	Evidence to bederived from
	● Good interpersonal andcommunication skills	一		ApplicationForm/nterview
	● Ability to work collaboratively in asmall, busy organisation	√		ApplicationForm/Interview
	Skills and confidence to work using●own initiative and seeking advicewhen needed.	√		ApplicationForm/Interview
	Excellent organisational and timemanagement skills in experience inadministration.	√		ApplicationForm/lnterview
	● To demonstrate flexibility and able tomultitask meet deadlines set by theService			Application Form /Interview

4	ATTITUDES & VALUES(E = Essential D = Desirable)	E	D	Evidence to bederived from
	• Understanding of and commitrment toshare the values of St David's ChildrenSociety in general and of its familyplacement service in particular	√		ApplicationForm/Interview
	● Commitment to the value of family lifethrough adoption and fostering as ameans of securing the well-being ofchildren	√		ApplicationForm/Interview
	● Respect for the confidentiality of allusers of St David's Children Societyservices	√		ApplicationForm/Interview
	● Honesty and integrity in activities relatedto the work of the Agency	√		ApplicationForm/Interview
	• Commitment to equality, diversity, andinclusion	√		Interview
5	MISCELLANEOUS(E = Essential D = Desirable)	E	D	Evidence to bederived from
	• The ability to communicate in Welsh(written and verbal)		√	Application form
	Appointment to this post is subject toreceipt of an enhanced DBS	√		Followinginterview