To provide comprehensive, effective and efficient administrative business support for the organisation. Primarily supporting Residential, Education, Training and Senior Management.
Shared line management responsibility for the Senior Support Services Officer including having a full awareness of the role undertaken by this employee including vehicle booking systems, website maintenance etc.
Senior Management Support
Receive and effectively distribute referral calls to appropriate management and manage accurate logs of statistics based on referral information.
Effective organisation of meetings and diary management, accommodation/travel booking for SMT.
Have an awareness of SMT information requirements and provide statistics, reports and information as requested so as to incorporate into business planning.
Compile regular information for Education Scotland census, SCIS, local authorities, training reports and large scale tenders.
Research contacts for referral improvements in various sectors.
Providing update to Parent company on starters and leavers weekly
Administration support for Residential and Education Services
Managing a database of young persons information ensuring a very accurate record exists.
Ensuring confidentiality of YP information in line with Data Protection and new GDPR requirements following policies as required.
Recording all YP information accurately in order to provide reports and statistics for staff and external professionals who deal with the YP e.g. attendances/addresses/exam results/Local Authority statistics
Creation and monitoring of the completion of quarterly monitoring forms within the Services for specific Local Authorities working with Residential Managers and Head Teachers to ensure these are sent within timescales.
Ensure tracking and recording of all Safe Hold and Serious Incident forms, ensure accurate completion and safe storage.
Ensure every YP has an allocated Scottish Candidate Number and that their details are up to date and accurate on SQA website. Relaying these numbers to the school for exam registration.
Providing packs/Marketing materials, brochures etc for local authorities/parents and any other parties as and when required.
Assist with home set up e.g. bin contracts, Rentokil, Viking accounts etc as required
Requesting Individual Placement Agreements (IPAs) from Local Authorities to ensure that they are signed and in place for every YP and sharing these with the residential homes/schools once finalised
Communicate with Residential Homes and schools on an ongoing and regular basis to ensure that an accurate account of the YP occupancy is compiled in order to track occupancy accurately, project and plan financially.
Accurately record details of current YP leavers and track leavers destinations.
All other administration and facility tasks as suitable and as requested
Planning training courses to cover the needs and requirements of the organisation and local demands
Liaising with internal and external trainers to book in courses
Maintain the central shared training calendar and Trojan Boardroom calendar
Booking external venues as and when required
Booking accommodation as and when required
Maintaining the Myrus Careshield Training System which records all staffs training and their requirements and is the booking system for all staff training
Budgeting for training costs throughout the year and seeking approval from Parent Company Caretech prior to any expenditure
Reporting on training as and when required
Business Development Co-ordinator – Paisley – SYS 3361
Location: Paisley, PA1 2BH