THE CHURCH OF SCOTLAND

Job Description



Title of Post:		Administrative Officer

Council:		Support and Services Council

Responsible to:	Personal Assistant/Administrative Team Coordinator

Purpose of Post:	To Provide efficient administrative and secretarial support to ensure the competency of the Safeguarding processes within the safeguarding office.



Main Responsibilities:

Safeguarding Responsibilities 

1. The effective administration of the Disclosure Procedure on behalf of the Church of Scotland. 
2. To process the Disclosure system within the statutory timeframe.
3. To act as a signatory for CRBS dealing with any enquiries from either Disclosure Scotland or CRBS.
4. To access and deal sensitively with highly confidential information on behalf of the Church. 
5. To maintain a statutory monitoring and support role to ensure due process is adhered to at all times.
6. To provide accurate advice in relation to the Disclosure process for any enquiries from coordinators.
7. To ensure the accuracy of statistical information and advise the Head of Safeguarding of anomalies in processing certificates.
8. Maintain an accurate database of coordinators, volunteers and trainers.
9. Complete the confidential processes, tracking initial enquiries through to completed Disclosure checks and subsequently processing clearance letters.
10. To oversee and update information on the website as required.
11. To deal with general administrative duties including support for the Safeguarding advisory panels and Scottish Churches Committee.

12. To offer support and advice in relation to telephone enquiries regarding the Disclosure process to 1700 coordinators.
13. Efficiently handle approx 50 Disclosure Checks a day.
14. Maintain the Disclosure process in relation to affiliated bodies; Boys Brigade, Girls Brigade and Impact.


Training Support  
 
1. To develop, manage and oversee the confidential areas of the trainers’ website.
2. To deal with any enquiries or requests from this forum in liaison with the Training and Development Coordinator.
3. To provide administrative support for approx 90 trainers across Scotland.
4. To ensure all training packs and materials are of a high professional standard.
5. To potentially provide administrative support for approx 50 such events a year.
6. Assist with the planning and preparation of the Trainers 2 day conference each year.
7. To purchase training resources as directed to ensure the smooth running of these events.
8. Liaise with and ensure good working relationships are maintained with the network of 70 voluntary trainers throughout Scotland.
9. Liaise with and ensure good working relationships are maintained with the network of 45 presbytery contacts in relation to volunteer training requests.






Person Specification; Administrative Officer (Ref. 27/08) 



Skills, abilities and knowledge

Essential
Experience in working with databases is essential including working reliably and sensitively in dealing with confidential information.

Proficient use of Word, Excel, PowerPoint and Access

Desirable
Basic understanding of updating websites

Essential
Keyboards skills to at least copy typing standard

Effective  organisational skills and ability to work to tight deadlines 

Accurate with ability to pay close attention to detail 

 Some administrative abilities in organising meeting, conferences and servicing committees

Experience of working independently as well as contributing to the overall work of the Safeguarding Office

Ability to manage a challenging workload and prioritise duties is essential

Personal Qualities
Essential
Excellent inter-personal communication skills is essential including verbal and written skills

Friendly and professional telephone manner with the ability to attend to people in an efficient, discreet and courteous manner

       A readiness to participate in general  
       office work and to use own initiative 
       when required.


?


Vacancy:  :   Administrative Officer ( Ref. 27/08)

Terms and Conditions:

* The salary scale for this post is £16,688 to £18,583  per annum. (Please note we are currently in the process of a pay and grading review, which is anticipated to conclude in 2008.)
* Normal hours of work will be Monday to Friday 9 a.m. to 5 p.m. to a total of 35 hours per week if full time.
(Please not that we require 1 full time and 1 full time equivalent.  If you wish to apply on a part time basis please clearly state what hours you are available on the application form and it will be given careful consideration, subject to filling the full time equivalent post, which equates to 35 hours per week.)
* The post is based in Edinburgh at the Church offices at 121 George Street.

* There are 26 days’ annual paid leave in each holiday year which runs from 1 April to 31 March. Entitlement is based on full months worked. This provision increases to 31 days after 10 years’ service. There are also nine statutory holidays. 

* In view of the nature of the post, the successful candidate will be required to undertake an Enhanced Disclosure Check in terms of Part V of the Police Act 1997.  Any offer of employment will be subject to this check confirming the candidate’s suitability for the post.
* The successful applicant will have the opportunity to join a non-contributory pension scheme.
* The normal retirement age for both male and female employees is 65 years of age.
* In order to comply with the Asylum and Immigration Act 1996, all candidates invited to interview, will be asked to provide document(s) confirming their eligibility to work in the United Kingdom. 
* A pre-employment medical check will be undertaken as part of our recruitment process.

Informal enquiries can be made to:
Lesley Rodger	
Telephone Number:  0131 240 2256  
email: safeguarding@cofscotland.org.uk