Contract Administration Manager

Job Title: Contract Administration Manager
Reference number: CF26-53
Division: Children and Family Services
Location: Aberdeen
Salary:  Band B, £25,155.00 to £30,083.00 (pro rata: £21,124 - £24,066 per annum) 
Post Type: Permanent, part-time (up to 28 hours per week, negotiable)
Closing Date: 16th October 2026
Interview Date: 26th October 2026
 
In this role, you’ll:

Provide confidential, high-quality administrative leadership, coordination and operational support to the Fit Like Family Wellbeing Service and the wider North Region senior management team. You will act as a first point of contact for senior leaders across the region, supporting the effective coordination of regional activity and ensuring administrative processes run smoothly and efficiently.  

Working collaboratively with colleagues across Children First, you will contribute to service delivery through effective diary and meeting management, financial administration, reporting, data management and coordination of key operational processes. You will play a central role in ensuring continuity of support across leadership functions while maintaining a child-centred approach in all aspects of your work. 

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

• Provide high-quality administrative and secretarial support within a busy and fast-paced environment. 
• Manage competing priorities, work proactively and use sound judgement to support senior leaders and operational activity. 
• Coordinate complex processes, maintain accurate records and oversee reporting requirements. 
• Develop positive working relationships with colleagues, partners and stakeholders across multiple agencies. 
• Analyse information and data to support service planning, performance monitoring and contract delivery. 
• Demonstrate a flexible, solution-focused approach and a commitment to delivering excellent support services.

 
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

 
Flexible Working:
 
We recognise that talented people are looking for flexibility in how they work. This role is available for up to 28 hours per week, and we welcome applications from candidates seeking a variety of working patterns. Hours could be worked across four or five days and may suit those looking for school-hours working, a reduced-hours role, or greater balance alongside other commitments. We are happy to discuss flexible arrangements that meet both individual and service needs
 
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: Friday 16^th October 12 noon. 
Interviews: Week commencing 26^th October (Subject to change)

Contact: For more information, email iona.mitchell@childrenfirst.org.uk 

JOB DESCRIPTION:

Role Summary

Acts as a first point of contact for senior management across the North Region, communicating effectively on their behalf and supporting the coordination of regional activity.

The core focus of this role is to provide confidential, high-quality administrative leadership, coordination and operational support to the Fit Like Family Wellbeing Service and the wider North Region senior management team, ensuring the effective running of regional business and service delivery

The post holder will work collaboratively as part of a wider administrative support team to ensure continuity, consistency, and flexible support across services and leadership functions, responding to changing priorities and business needs as required.

Provide a comprehensive high quality secretarial and diary management function including but not restricted to:

• Ensure effective diary management and organisation/co-ordination of Meetings / activities i.e., all supporting information/materials prepared and associated arrangements have been made (e.g., room bookings).
• Effective minute taking at a range of meetings
• Ensure all incoming communications are dealt with appropriately; draft letters and replies taking action where possible; assess priorities/urgencies for the attention of Senior Management, delegate to appropriate staff if applicable and keep the relevant Assistant Director informed of progress.
• Maintain and develop confidential and electronic/paper recording and filing systems.
• Researches, requests, and collates data/information and responses on behalf of Assistant Directors and region e.g., reporting, business planning activities, funding applications.
• Provides and/or co-ordinates administrative support and relief cover for other Admin Support Managers/Executive Assistants as required to ensure continuity of support for Children and Family Services senior management.
• Provides general support and co-ordinates regional administration processes such as invoice processing and budget monitoring, petty cash, recording and monitoring systems, reception cover, recruitment, events etc.
• Show care in carrying out preparation and tasks to improve the effectiveness of the senior management and the organisation which will require attending proactively to reduce pressures and optimise management capacity. This includes thinking ahead to ensure all support is in place practically, technically and administratively for meetings, events, journeys, overnights etc . 
• To contribute to and have oversight of the day-to-day management of the administrative support function of the Fit Like Family Wellbeing Service. 
• To coordinate and provide administrative function for the screening, allocation of initial conversations, Request For Assitance reporting process ensuring all requests are captured, allocated efficiently, effectively and timeously while meeting agreed service standards.
• To lead and supervise the process for payment of Fit Like budget, oversight of family funding requests, management of petty cash payments to staff ensuring these are accurate and within agreed timescales.
• Ensure administrative processes in place to support service delivery within Fit Like Family Wellbeing Service, ensuring responsivity to families regarding outcomes of Request For Assistance processes.  
• Multiagency communication prioritised to ensure that all stakeholders receive timeous updates regarding Request For Assistance.
• Daily oversight of the Fit Like Family Wellbeing duty inbox, allocating duty tasks appropriately to multiagency partners.
• Lead on coordination of Fit Like hub spaces with health and safety responsibility, ensuring that places are safe, comfortable and inviting environments for children and families.
• Support provision of resources to Fit Like Family Wellbeing team.

Key Results Areas

Provision of Admin Support 

• Coordinate admin support to ensure operational delivery. Work closely with other locality administration staff to develop and manage an admin support workplan and liaise with wider team and organisation as required. 
• Develop and deliver advice and operational guidance to administrative team members to ensure that all processes work to best practice and service standards.
• Work alongside other team members and external stakeholders as appropriate to develop and improve service delivery including the management of sensitive information within the service and between multiagency partners.

Fit Like, Family Wellbeing Allocations

• Manage process for allocation of lead agency from Fit Like to families.   
• Operate, develop and proactively review internal allocation alongside service manager and team leads which allows management of family wellbeing team resource in Aberdeen 
• Ensure processes and procedures in place to keep child at centre of all decision making and communication of these decisions.
• Provide information, analysis and reports to service manager and team leads from Microsoft Dynamics, to support contract obligations, service planning and development.
• Provide administrative support to Fit Like Leadership team.

Finance

• Maintain day-to-day oversight of the service budget, including supporting variance monitoring and reporting. 
• Lead on day-to-day oversight and management of the processes and administration of Fit Like payments and petty cash within the team. 
• Oversee the process required to ensure accurate invoicing, tracking of expenditure and associated reporting.

Statistics and Reporting

• Alongside Service Managers and others as appropriate, develop and maintain databases to collate evidence of contract delivery and performance.
• Lead on the coordination of relevant data for reports and meetings to comply with the reporting requirements of the service contract for a variety of internal and external audiences.
• Oversee and maintain the process and system developed to keep the Fit Like database up to date.

Relationships with others

• Provide a central point of contact for Fit Like partners, Children First staff and volunteers with regards to the work of the Sathe whole family wellbeing service.
• Manage positive relationships with multiagency partners and key stakeholders.
• Ensure the values and principles of Children First are met and role modelled.

 PERSON SPECIFICATION

AREA	ESSENTIAL	DESIRABLE
Qualifications	SVQ Level 3 in admin/ business/ management or related  Or significant proven administrative or management experience
Experience	Substantial experience in a similar role  Experience of the Children’s Hearings System Working within a busy and, at times, high pressurised environment Supervisory/ people management  Workplan management; prioritising tasks and working to deadlines Experience of databases and data entry and accuracy checking Developing and maintaining Excel spreadsheets Analysing, interpreting and reporting on complex data Experience working with figures – e.g. finance, budgeting and reporting Electronic and paper-based records/file management experience Operating in a confidential and discreet environment Event and planning experience	Database development Project management / coordination Experience working within an organisation which supports children and young people
Knowledge	Up to date knowledge of Children’s Hearings System General office systems Advanced level IT skills (full Microsoft Office Suite - Word, Excel, PowerPoint etc., Email, Internet)
Skills	A child-centred approach Excellent administration, IT & communication skills  Excellent written and verbal reporting skills  Well-developed planning; organisational & prioritising skills Methodical and demonstrating attention to detail and accuracy Analytical skills Ability to use initiative and problem solve and transfer knowledge between tasks Ability to adopt a flexible approach in response to new challenges or pressure Ability to work with minimal direction; using sound judgement and strong decision-making skills Proven ability to maintain confidentiality and discretion  Developed customer care skills Inter-agency liaison and communication A ‘can do’ attitude Strong team player and resilient.	Able to evidence knowledge relevant to working with children and young people.
Other	Commitment to Children First vision and values  Commitment to and understanding of the principles of participation Understanding of and commitment to the principles of involving volunteers Commitment and promotion of equal opportunities and anti-discriminatory practices at work Awareness of personal responsibility in relation to health and safety Ability to work flexible hours.