Administration Assistant

Job Summary We are looking for a bright and articulate team player with excellent IT and interpersonal skills to join our vibrant team.

Your role will give you a broad exposure to the workings of a Ofsted rated Outstanding Fostering Agency and Children’s Homes. You will need a keen attention to detail, brilliant communication and excellent use of systems including Microsoft Excel. Main Duties and Responsibilities To provide comprehensive administrative support to the Team Coordinator, Senior Management, the Social Work and Residential Teams and Fostering Panel Co-ordinating the collation of HR information required for the recruitment of new staff for Ascent Children Services, including social workers/administrators/residential team/ Form F assessors and Panel Members, staff across the residential and fostering agency.

This involves co-ordinating requests for reference checks, DBS etc., medicals and liaising with the Team Coordinator, Social Work team and senior management in relation to the status of these checks Supporting the approval and regular receipt of information required for the registration of Foster Carers. This includes carrying out checks and references for new foster carers and back up foster carers and monitoring returns and recording receipts on Social Care IT systems of both prospective foster carers, foster carers.

To coordinate, plan and disseminate appropriate forms for Foster Carers' annual reviews. Ensure dates for reviews are agreed upon within the approval timescales in conjunction with SSWs, IRO, foster carers, LASW and young people.

Ensure reports are completed, signed and where necessary ready for presentation to the Panel Disseminate Foster Carer Agreements to carers, ensure correct approval terms are noted and upload returned signed agreement to charms. Assist Team coordinator with the preparation of Fostering Panel meetings, ensure case correspondence is uploaded by deadlines, and circulate notifications to Panel members and SSWs involved with specific Panel meetings.

Attend Panel meetings to minute take, liaise with the Panel Chair to agree on final minutes and upload final minutes to Dropbox and Charms. Take minutes of meetings including fostering Panels, team meetings, HR meetings and foster carer support meetings, providing accurate typed records and disseminating records within agreed timescales Data inputting on electronic systems, including the CHARMS, Citation and Clear Care, competent in Microsoft Office (Word/Excel) Training and Social Events – Administer carers and team annual training and social calendar, sending out texts and email notifications and reminders to carers and staff.

Coordinating room bookings, sending out advanced training text/email reminder alerts to carers, liaising, with course facilitators and assisting with course correspondence in advance of course, preparing and distribution of carers course notes handouts, process and distribution of carers course certificates, coordinate Ascent Carers team meetings, update carers individual training profiles and course attendance log, arrange catering and refreshments for training sessions, present refreshments and lunches and tidy away after sessions, undertake any other duties required by the Team Coordinator, Senior Management Team and SSW’s Support the running of the Office.

This includes responding to all telephone/email or in person visitor enquiries respectfully and communicate effectively and appropriately Where necessary support the team with marketing; responding to calls and enquiries, taking applicant details, sending out letters and information packs and assisting the team at outside events Facilities management – supporting the team coordinator with any facilities…