Service Administrator (Edinburgh)

Job Title:  Service Administrator (Edinburgh)
Reference number: CF26-61
Location: Edinburgh 
Salary:  Band B - £25,155 - £30,083 (pro rata)
Post Type: Permanent – Part time (21 hours)
Closing Date:  12 October 2026
Interview Date: 23 October 2026
 
 
In this role, you’ll:

This is an exciting opportunity to be part of our Edinburgh Family Wellbeing Service, to positively impact on the lives of children, young people and their families. This innovative service works alongside children and their families across Edinburgh from our office in Whitehouse Loan, where this role would be based.   
Children First along with our partners share a determination to act upon the recommendations from The Independent Care Review and deliver The Promise to children and young people. We are also determined that the full incorporation of the UNCRC means that children will have their rights respected in all areas of their lives and will have a real say in the way they are supported.

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

• will possess excellent administrative, IT and financial skills to support the work of Children First
• provide a first point of contact to telephone enquiries about support, answering questions and responding to queries using own initiative as appropriate to ensure a relational and responsive service is provided
• ability to maintain diaries, schedule and coordinate meetings and appointments 
• a cool head and clear minded at times of pressure
• thinks it’s a privilege to work for and on behalf of children and families and
• is kind and will bring their whole selves to the job: heart and mind

Above all else, the most important thing to us is that you are someone that will support the teams who are doing the right thing for children and their families at every turn.
 
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 

 
Base
You will be based in our Edinburgh office in Whitehouse Loan. Due to the needs of the service, this is an office-based role.

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.

Diversity Equity and Inclusion

 
At Children First, we are committed to building a representative, inclusive and authentic workplace open to applications from all sections of society. We believe in the potential of everyone regardless of; sex, race, religion or belief, ethnic origin, ability, family structure, socio-economic background, age, nationality, marital status or civil partnership, sexual orientation, gender identity, or any other aspect that makes you who you are.
 
We envision a diverse and inclusive Children First where we cultivate a true sense of belonging and connection for and between our teams, children, young people, families, and communities we work with.
 
Further to that, as part of our vision to be an Anti-Racist organisation, we are committed to conscious inclusion to build increasingly diverse teams and emotionally safe work environments. 
 
How to Apply
 
This a permanent, part-time post of 21hours per week.
Closing date: 12 October 2026 It is anticipated that interviews will be held in person on 23 October 2026.

Role Summary

 
This role plays a key role in supporting the effective day-to-day running of Children First Edinburgh Family Wellbeing Service. 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

• Health & Safety coordination and local compliance tasks
• Property and facilities management
• Reception / front of house responsibilities
• Supporting local funding, resources or community activity
• Event coordination or service-specific administration
• Additional systems or reporting requirements

 
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

  
Corporate Responsibility

• Be committed and adhere to Children First vision, mission and values.
• Comply with Children First Safeguarding policies and procedures.
• Comply with Children First Code of Conduct and any relevant professional standards relating to the role. 
• Actively consider the involvement of children, young people and families with whom we work, in all areas of practice and to implement the Children First Participation Standards.
• Actively consider the involvement of volunteers in all areas of our work and to implement the Children First Volunteer Development Policy.
• Observe all health and safety requirements.
• Work within and promote policies in relation to Diversity Equity and Inclusion and anti-discriminatory practices.
• Undertake any other reasonably required duties as instructed by line manager or someone acting on their behalf, in addition to the role specific responsibilities detailed below.

Person Specification

Need to Have	Need to Show	Need to Know	Need to Be	Core Values
Experience in an administrative or operational support role	Ability to organise and prioritise a varied workload effectively	Understanding of administrative processes within a service environment	Proactive and able to take initiative	Demonstrates a commitment to putting children and families first in all aspects of work
Experience of using IT systems and maintaining accurate records	Strong attention to detail and accuracy in data entry and record keeping	Awareness of data protection and confidentiality requirements	Reliable and accountable in managing responsibilities	Works with purpose, understanding how their role contributes to wider service impact
Experience supporting teams, services or customer-facing environments	Ability to communicate clearly and professionally with a range of stakeholders	Understanding of basic finance processes (e.g. invoices, petty cash, purchasing)	Flexible and responsive to changing service needs	Shows strength by taking ownership and doing what is needed to support the service
Ability to manage multiple tasks and deadlines	Confidence in responding to enquiries and acting as a first point of contact	Awareness of health & safety responsibilities within a workplace	Calm and solution-focused, particularly when dealing with competing demands or challenging situations	Builds positive, respectful relationships with colleagues, children and families
Basic understanding of office systems and processes	Ability to work independently while also contributing to a wider team		Organised and methodical in approach to work	Demonstrate compassion, respect and professionalism in all interactions