Operations Assistant

2 weeks ago

Slough, Slough, United Kingdom Slough Children First Full time

Are you passionate about supporting a high functioning team with administrative tasks? If so, then we have a great opportunity for you as a Team Administrator, as we have several vacancies across our frontline services.

For this role, attention to detail is crucial as is the ability to produce high quality minutes of meetings.

You'll be required to take accurate minutes of a variety of meetings, some which can be complex.
You'll be accurately dealing with correspondences which at times may contain confidential information.

You'll provide high quality administrative support to the work of a team, so the team can deliver its statutory and legislative duties and requirements.

You'll promote, deliver and embrace our values – child focussed, honest and respectful, improving constantly, looking ahead and delivering together – to your team and peers to help deliver our vision of making our children safe, secure and successful.

If you're looking for a new challenge and want to be part of an exciting time for children's services in Slough, then come and join us.

Main Accountabilities
Organise and co-ordinate support from external agencies to ensure effective multi-agency meetings within the team. To include booking rooms, sharing reports and key documents in advance and making sure the meetings are run effectively, ensuring all attendees know the location and are made aware of any changes and minutes are typed up and circulated promptly
Arrange appointments for visits on behalf of social workers, Case Managers and Personal Advisors, including organising travel out of borough, purchasing tickets in advance to save costs and organising for an interpreter where required
Have oversight of individual's and the team calendar, checking all visits and meetings are covered, arranging cover for visits or meetings when staff are off or unable to attend by prioritising remaining staff's calendars and duties
Support the team manager and assistant team manager with their diaries
Support the senior social worker to arrange and maintain a duty calendar for the team, dealing with changes to duty as required
Scan and upload relevant casefile documentation to ICS/Child View/Charms and complete notifications and actions relevant for case files, liaising with other agencies as required to address individual case file actions
As the first point of contact for the team, taking calls and screen for appropriate action to be taken, answering queries from families open to the team as appropriate
Act as a point of contact and liaison for the team with other teams across SCF, and with organisations externally as appropriate
Review team level data e.g. visits, assessments due and court dates, reminding social workers /relevant team members when actions are about to go out of timescale and escalating to managers as required
Keep track of initial and review health assessments, dental assessments and immunisations for any Looked After Children in the team, being clear on the status of each child and supporting social workers to remain within timescale on actions
Process invoices for the team and raise requisitions on Agresso as required
Support the Service Co-ordinator and team managers by providing and circulating team level statistics as required
Support the team manager to effectively track sickness and absence within the team by assisting with timely recording on Agresso
Support panels and meetings as directed by the service co-ordinator, ensuring minutes are circulated promptly
Know where all IT kit is for the team and provide information to the Service Co-ordinator upon request
Work with the service co-ordinator to ensure all new starters receive a local induction as well as a corporate induction
Use own initiative to identify actions and activities to support the development of a high functioning team
Support the Team Manager and Service Co-ordinator with any necessary duties as commensurate with the level of the role, including providing cover for the work of other team administrators during annual leave and take on other additional duties, as required
Person specification
Experience
High level administrative skills including experience of diary management (Essential)
Knowledge and understanding of the services provided by children's social care (Essential)
Knowledge and understanding of legislation, policy and guidance relating to Children and Young People's service work including Working Together to Safeguard Children 2018 (Desirable)
Skills and Abilities
Demonstrable understanding of appropriate verbal communication skills, including the ability to deal with members of the public and staff in a sensitive and professional manner both over the phone and face to face (Essential)
Ability to handle sensitive and confidential information appropriately (Essential)
Good information technology skills to include but not limited to: Microsoft Office (Word, Excel, PowerPoint and Outlook), Agresso (or equivalent) and electronic casefile management systems (Essential)
Can deal with data and analyse it accurately to inform the work of the team and ensure statutory deadlines are met (Essential)
Flexible, adaptable and able to work using own initiative to ensure both self and others are organised (Essential)
Ability to prioritise own and work of the team managing conflicting priorities and multiple pieces of work to achieve targets and statutory deadlines (Essential)
Understanding of what good customer service looks and feels like to both to colleagues within SCF and externally (Essential)
Clear understanding of and commitment to equality and diversity. (Essential)
Qualifications/Training
Educated to GCSE or equivalent level with a good level of numeracy and literacy (Essential)
Commitment to personal and professional development (Essential)
Office skills based qualifications such as RSA, Pitmans, NVQ Business Administration Level 3, BTEC or equivalent (Desirable)
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