We’re looking for a Business Support Officer & Training Co-ordinator

We’re looking for a Business Support Officer & Training Co-ordinator to join our friendly team in Ingatestone!

Please see all the details below. To register your interest and for more information, please contact hr@affinityfostering.com

Business Support Officer and Training Co-ordinator

Responsible to: Head of Business Services

Job Summary: To provide administrative support to the business.

Office Location: North Wing Offices, Ingatestone Hall, Hall Lane, Ingatestone, Essex CM4 9NR Hours of Work: 21 hours per week

PRIMARY FOCUS: to Safeguard and Protect Children’s Welfare.

General Purpose

1. To effectively carry out the responsibilities detailed within this Job Description.
2. To be the first point of contact for telephone calls and general enquiries and to ensure that the relevant information is relayed to the appropriate team member.
3. To take a lead role within the specific area of Foster Carer Training request and training schedule for the year and ensuring the smooth running of this particular area of responsibility
4. To prepare documents and respond to correspondence in the appropriate manner.
5. Typing to include: Supervision Notes, Reports, mail merge letters, spreadsheets, Minutes and comprehensive forms in Form F Assessments and Household Reviews.
6. To prompt Social Workers of when Household Reviews, Medicals, DBSs and any other relevant checks or due.
7. To be aware of, and at all times, comply with all relevant Organisational Policies and Procedures maintaining records diligently, confidentially and accurately as required.

Principle Accountabilities

1. To prepare documents and responding to correspondence in the appropriate manner.
2. Typing to include: Supervision Notes, Reports, mail merge letters, spreadsheets, Minutes and comprehensive forms in Form F Assessments and Household Reviews.
3. To prompt Social Workers of when Household Reviews, Medicals, DBSs and any other relevant checks or due.
4. To be aware of, and at all times, comply with all relevant Organisational Policies and Procedures maintaining records diligently, confidentially, and accurately as required.
5. To monitor and maintain allocated Foster Carer records including training records to meet both Organisational and Ofsted requirements. Affinity Fostering Services Ltd | AF/JD0003 – BSO (Inc Training) JD 2
6. To monitor and maintain allocated Organisational Young Peoples CHARMS records to meet Organisational and Ofsted requirements.
7. To monitor and maintain all relevant administration files, both hard physical and electronic versions, to meet Organisational and Ofsted requirements.
8. To ensure that Application Packs are sent to potential Foster Carer applicants, if requested to do so.
9. To process and record all relevant statutory checks and correspondence in relation to progressing Foster Carer applications.
10. To ensure that any follow up action from Health Authorities, Councils Services and other third-party references are effectively administered.
11. To assist with the administration of the processing of DBS checks including obtaining copies of the relevant identification.
12. To keep allocated Social Workers informed of the progress of all relevant statutory checks in relation to the processing of potential Foster Carers.
13. To update appropriate CHARMS records and relevant information therein once the Foster Carers have been approved at Panel.
14. To ensure that all new young people in placement have been set up on CHARMS and linked to the appropriate Carer.
15. To take appropriate minutes of relevant meetings which may include Team Meetings and Panel Meetings.
16. To assist with the processing of stationary orders.
17. To review, update and distribute the relevant Out of Hours / Office Duty Rota as required.

Foster Carer Training Coordination & Administration

1. To maintain appropriate tracking and audit information for all statutory Foster Carer training requirements.
2. To maintain an accurate training calendar/schedule to reflect all training courses organized for and to be delivered to Foster Carers as a peer group.
3. To respond to, source and purchase individual requests for identified needs of Foster Carers.
4. To liaise with appropriate trainers, AFS Managers, to secure agreement to fees and delivery of training.
5. To secure appropriate venues and resources for training.
6. To manage the administration of credits on the Social Care Training Hub and recuperate relevant credits on a regular basis.
7. To manage as required the training qualification progress items of the organisation database system.

Other Duties

1. To assist the Management Team in the development and implementation of administration Policies.
2. Ensure that systems in place meet the standards expected by all Service Users.
3. To ensure that all Organisational Policies are adhered to.
4. To ensure confidentiality is maintained throughout the Service and to be able to challenge situations that breach this Policy.
5. Ability to screen calls.
6. Ability to deal with general enquiries.
7. Dealing with the both the incoming and outgoing mail.
8. Effectiveness of workflow and prioritisation of own work.
9. Ensure professional working relationships with staff and Service Users.
10. Filing ensuring that the files are maintained in an accurate and efficient manner.
11. Attendance and participation in relevant meetings as requested.
12. To ensure confidentiality is maintained at all times.

Please contact hr@affinityfostering.com for more information.