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Administrative Support Specialist
3 months ago
Polaris Community
Position: Administrator
Salary: £20,878.80
Core Hours: 9am - 5pm
Benefits: 30 days' Annual Leave (increasing to 35 days' with length of service) + Bank Holidays, Company Pension, Life Assurance, Employee Discount Scheme & Medical Cash (all benefits will be pro-rated)
About Us
Founded by a dedicated group of Foster Parents, Polaris Community has established itself as a leading independent Foster Care agency in the UK. With over 30 years of experience, we are committed to providing exceptional support to children and foster families.
Our mission revolves around placing the child at the heart of our services, ensuring they receive the specialized assistance they need. This holistic approach is encapsulated in our Integrated Services Programme (ISP), which encompasses a diverse range of professionals including social workers, educators, and therapists, all collaborating to support foster parents and the children in their care.
Role Overview
We are seeking an Administrator to deliver essential administrative support to our team.
The responsibilities will include maintaining databases and electronic filing systems, managing documentation related to fostering, and performing various general administrative tasks. You will also coordinate meetings, including room setup and minute-taking, while welcoming colleagues, carers, and children, thus requiring excellent front-of-house skills and professional presentation.
Key Responsibilities
- Administer and distribute Annual Fostering Reviews and Form F Assessments, liaising with Local Authority Social Workers and Independent Assessing Social Workers.
- Document minutes during Annual Fostering Reviews, Team Meetings, and Panels. Prepare draft minutes for Chair approval and distribute accordingly.
- Manage reception duties, including answering phone calls, greeting visitors, and taking messages.
- Conduct DBS and Local Authority checks on current and prospective carers and their support networks.
- Obtain references and medical checks, ensuring regular updates.
- Prepare agendas for Annual Fostering Reviews and Panels.
- Input additional information onto Form Fs, such as DBS data, medicals, review dates, and training.
- Compile information and send packs to Panel Members and Annual Review Chairperson.
- Generate letters and send Foster Care Agreements to successful applicants and yearly updates for existing Foster Carers.
- Maintain up-to-date Foster Carer information on Master Lists and Databases.
- Provide comprehensive administrative support to the Fostering Team.
Qualifications and Skills
- Proficiency in Microsoft Office Suite.
- Strong administrative skills, including minute-taking.
- Exceptional attention to detail.
- Ability to multitask and manage time effectively, prioritizing tasks as needed.
- Excellent oral and written communication skills, capable of engaging with individuals at all levels and addressing challenging situations.
- Strong organizational skills with the capacity to manage one's workload independently.
- Able to foster positive working relationships with professionals across various disciplines.
- Demonstrates a passionate, professional demeanor with a proactive attitude.
- Understanding of GDPR and the importance of confidentiality and discretion regarding information and data.
The successful candidate will be required to complete an enhanced DBS Check, the cost of which will be covered by Polaris Community.
Polaris Community is an equal opportunities employer and encourages applications from suitably qualified candidates. We are committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults, and expect all staff to share this commitment.
