Finance & Administrative Officer

Job Context

The Promise Scotland is responsible for driving the work of change demanded by the conclusions of the Independent Care Review.

It works with all kinds of organisations to support shifts in policy, practice, and culture so Scotland can #KeepThePromise it made to care experienced infants, children, young people, adults, and their families – that every child grows up loved, safe and respected, able to realise their full potential.

The Promise Scotland’s sole reason for being is to facilitate and support change, wherever that change needs to happen to make sure that Scotland will #KeepThePromise.

More information can be found in the below resources

Independent Care Review Reports

What Must Change

Plan 24-30

The role sits within the Governance and Operations team, which has responsibility for ensuring The Promise Scotland is a well-run, effective and efficient organisation:

· Leading the financial management of the company

· Working as an effective business partner with colleagues across the organisation to ensure finance and central services functions are embedded and working efficiently.

· Leading organisational planning to secure the sustainable running of the organisation for the duration of The Promise Scotland’s lifetime (to 2030)

· Supporting the Board of Directors including full Directors’ meetings and committee meetings

· Providing leadership and support on all areas of legal compliance, including company law, data protection, health and safety and Freedom of Information

· Ensuring The Promise Scotland’s staff recruitment, development policies and procedures reflect best-practice and are appropriately implemented

· Co-ordinating the independent secretariat function for The Oversight Board

· Supporting the day-to-day business needs of the team

JOB PURPOSE

This role is a key part of a small team delivering excellent corporate services and finance processes to ensure the smooth running of the support infrastructure of The Promise Scotland.

The role is responsible for finance payments and processes as well as payroll and pensions.

The postholder is responsible for maintaining the online HR platform and coordinating recruitment and induction, as well as assisting senior management with all other aspects of HR.

The postholder liaises with the IT provider and is the first point of contact for all team IT queries. The postholder also provides cross-team administrative support as required.

MAIN ACTIVITIES & RESPONSIBILITIES

Finance

· Holding primary responsibility for the finance payment system, to ensure all providers are paid in good time with appropriate communication about process and expectations

· Accurately recording and processing all income and expenditure including invoices and expenses.

· Responsible for preparing monthly payroll information including calculating pension salary sacrifice payments ensuring employees are paid accurately each month

· Responsible for uploading of pension data to on-line portal, managing records and ensuring GDPR compliance

· Providing support to the Finance & Central Services Manager during budget preparation and end of year audit

· Using Xero accounts software and generating reports as required.

· Using and adapting Approval Max workflow for payment approvals within agreed limits.

· Advising on process improvements to all aspects of the finance system.

Recruitment / HR

· Coordinating staff recruitment including preparing job packs, arranging advertising, processing applications, preparing shortlisting packs arranging interviews and feedback to candidates.

· Acting as Induction Co-ordinator, including organising induction programmes for new staff.

· Ensuring the staff handbook is up-to-date, relevant and used by the team.

· Maintain HR tracking system and staff records such as annual leave, sick leave and other leave.

· Advising on process improvements to all aspects of the HR system.

Office Management

· Maintaining the office in excellent condition, including managing the cleaning company and arranging for any necessary repairs.

· Organising team meetings, with virtual or meeting room set up as required.

· Managing all ongoing storage and archiving of all Independent Care Review and The Promise Scotland materials, including distribution as required.

· Managing procurement and delivery of all office supplies and services.

· Liaising with the IT support company to ensure that the team have all the hardware they need and are well supported to understand systems.

· Acting as primary point of contact for employee IT issues, liaising with IT support company to resolve hardware and system issues and recommending upgrades and new purchases as required.

· Supporting the smooth running of the IT system on MS Office and Teams ensuring all required channels for effective working.

· Managing the documents on the shared working areas to support team collaboration.

· Working with Finance & Central Services Manager to ensure on-line Cyber security training is delivered to all staff and supporting IT security compliance throughout the organisation

Administrative Support

· Monitoring of department email inboxes to ensure all messages are replied to and shared with relevant members of the team

· Supporting Freedom of Information responses

· Supporting the wider team with document management, finalising of Word, Excel and PDF documents as required as well as updating of websites (training will be provided)

· Supporting the wider team with projects as required, e.g. Plan 24-30, Story of Progress, Oversight Board

This job description is not meant to be exhaustive. It describes the main duties and responsibilities of the post. The Promise Scotland is a small, agile organisation and the job description may change in light of developing organisational needs.

Essential Criteria

The post holder must have:

· Strong finance skills, familiarity with payment systems and confident managing payment processes independently.

· Strong IT skills, able to work with new systems and support team members to use systems effectively.

· Strong word processing skills to support the production of high-quality documents.

· The ability to manage administrative processes

· Good relationship management skills to work with colleagues and suppliers to ensure effective and collaborative working.

· A flexible approach, able to operate in a new and shifting environment.

· Able to use own initiative, work independently and manage work proactively.

The nature of the job demands a strong ethical approach.

Working Conditions

The Promise Scotland is based in Charlotte House, in Central Edinburgh. The Promise Scotland strives for a positive and supportive team culture and environment.

To apply for this role, please download the application form from our website.

Candidates with lived experience of care or candidates with a disability, who meet the essential criteria outlined will be invited to interview.

Closing date for applications: Wednesday 2nd April 2025

Interviews will be held Tuesday 15th April 2025