The Role

Job Title: Service Operations Administrator
Reference number: CF26-21
Location: Edinburgh
Salary: Band B, £25,155.00 to £30,083.00 per annum
Post Type: Permanent, full-time (35 hours)
Closing Date: Monday, 1^st June 2026 at noon
Interview Date: Wednesday 10^th June 2026

In this role, you’ll:

Provide high‑quality administrative support to ensure the smooth running of the Safeguarders Panel Team.
Act as the first point of contact for the service, responding to enquiries by phone and email.
Support diary management, reporting, file maintenance and coordination across the team.
Work closely with Contract Co‑ordinators and the leadership team to help us meet the needs of children, Safeguarders and partners across Scotland.
Contribute to an organised, responsive and child‑centred service that upholds the rights of children and young people.

We’d love to hear from you if you have:

Experience in office administration or a relevant qualification.
Excellent organisational skills and strong attention to detail.
A proactive, solution‑focused approach.
Confidence managing competing priorities and working to tight deadlines.
Great communication skills and a friendly, professional manner.
A commitment to putting children first and supporting a service that protects their rights.

What we offer:

A workplace with values of with love, with purpose and with strength
40 days annual leave, inclusive of bank holidays
Pension scheme and wellbeing support
Flexible and hybrid working arrangements
Access to Westfield Health, giving colleagues and their families confidential counselling support, wellbeing resources, and access to health and lifestyle benefits to support physical and mental wellbeing.
Blue Light Card discount
A Fair Work accredited workplace

Our Values
Living our values, you will help create a workplace where our people can thrive, ensuring we deliver the best possible support to children and families.
With love, we put children first.
With purpose, we transform lives together.
With strength, we do whatever it takes to protect Scotland’s children.

How to Apply
If you share our values and are passionate about supporting our people, we would love to hear from you.

Closing date: 1^st June, at 12 noon
Interviews: 10^th June 2026

Contact: For more information, email ashley.hunter@childrenfirst.org.uk

Please Note:

Applicants must have the right to work in the UK
We are not accepting applications from recruitment agencies

FULL JOB DESCRIPTION

Role Summary

This role plays a key role in supporting the effective day-to-day running of Children First services. The postholder provides operational, administrative and systems support to ensure services run safely, efficiently and in line with organisational requirements.

This role is central to enabling high-quality support for children, young people and families. By coordinating key processes such as data management, finance administration, service access and local operations, the Service Operations Administrator allows practitioners and managers to focus on delivering impactful support.

The role operates with a high level of autonomy and responsibility, often acting as the first point of contact for operational matters within a service. It requires strong organisational skills, initiative, and the ability to respond flexibly to changing service needs.

Key Results Areas

1. Service Operations and Coordination
Services are well-organised, responsive and able to operate effectively, with administrative and operational processes running smoothly and consistently.

2. Systems and Data Management
Accurate and timely data is maintained across systems (including Dynamics), supporting service delivery, reporting and organisational insight.

3. Finance and Resource Management
Service-level financial processes are managed accurately and in line with organisational procedures.

4. Service Access and Communication
Children, families and partners experience a professional, responsive and supportive first point of contact with the service.

5. Facilities, Health & Safety and Local Operations
Service environments are safe, compliant and well-maintained, with appropriate coordination of property, facilities and health & safety activities.

6. Team and Service Support
Practitioners and managers are effectively supported through coordination of meetings, diaries, resources and operational requirements.

Core Responsibilities (All Roles)

Provide administrative and operational support to ensure effective service delivery
Maintain accurate records and data within organisational systems (including Dynamics)
Support financial processes including invoices, purchasing and petty cash
Act as a key point of contact for enquiries, supporting service access and communication
Coordinate meetings, diaries, resources and general service organisation
Support compliance with organisational policies and procedures
Contribute to a positive, collaborative team environment

Service-Specific Responsibilities

Monitoring the shared Safeguarders Panel Team inbox and responding to enquiries from Safeguarders, staff and external partners.
Supporting the administration of the Safeguarder performance monitoring framework, including creating, maintaining and updating confidential records and files.
Using MS Office 365 applications (Word, Excel, Outlook, Teams) and Children First systems (including Dynamics) to support service processes.
Administering Safeguarder fees and expenses and organising travel and accommodation for Safeguarders and staff where appropriate.
Supporting Contract Co‑ordinators by organising training, events, support sessions and recruitment activities for Safeguarders.
Undertaking administrative processes for the allocation of Safeguarder appointments in line with contractual obligations.
Assisting with data system maintenance to produce statistical reports and support contract delivery.
Supporting Safeguarders Panel Team communications, including using Mailchimp to send emails and updating Safeguarders Panel webpages.
Providing reception/front‑of‑house cover for Children First services as required, including responding to and fielding telephone calls.
Ordering and maintaining stationery and other office supplies for the Safeguarders Panel Team.

Additional Duties
Any additional duties will normally be to cover unforeseen circumstances or changes in work and will be appropriate and compatible with the regular type of work. If an additional task or responsibility becomes a regular or frequent part of the job, it will be included in the job description in consultation with the post holder.

What We’re Looking For

Strong organisational and coordination skills
Ability to manage competing priorities and work independently
Confidence using systems and managing data accurately
Strong communication and interpersonal skills
A proactive and flexible approach
Alignment with Children First values

What kind of people are we looking for?

What kind of Family Wellbeing team member will you be?

Base

Your profile

Why us?

Salary, Conditions, Pension

About us

Children First is Scotland’s national children’s charity. We stand up for every child because all children should have a safe childhood. We protect children from harm and support them to recover from trauma and abuse through our national and local services. We help children, their families and the people that care for them by offering emotional, practical, and financial support. We give children hope and a safer, brighter future. Our core values guide how each one of us works in our individual day to day job:

• With love, we put children first.
• With purpose, we transform children’s lives together.
• With strength, we do whatever it takes to protect Scotland’s children.

These values are reflected in everything we do. If you share our vision and values and would like to join our team then we would love to hear from you.

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