Administrative & Innovation Lead

VSA currently has an exciting opportunity to join our Aberdeenshire Carers Service as an Administrative & Innovation Lead working within our Administration and Service Grants Delivery Team. This is a full-time permanent position offering a competitive salary and excellent benefits.

About Us

VSAs Aberdeenshire Carers Service supports adults children and young people who provide unpaid care to someone living in Aberdeenshire. As a locally based organisation we bring an in-depth understanding of our communities and deliver a personalised responsive approach to information support and services for carers.

We are proud to be network partners with national organisations including Carers Trust and the Coalition of Carers in Scotland ensuring we remain well-informed on current developments affecting unpaid carers.

Role Details

• Hours: 35 hours per week
• Salary: 13.45/hour
• Location: Home based with regular weekly travel across Aberdeenshire
• Requirements: A full driving license and access to your own vehicle are essential.
  

Benefits

We offer a comprehensive benefits package including:

• Company pension
• Employee Assistance Programme
• Generous annual leave
• Refer a Friend Scheme (200 reward)
• Ongoing learning and development opportunities
• Access to an employee discount scheme

About the Role

This role is responsible for leading the administrative operations and innovation development of the Aberdeenshire Carers Service. You will ensure efficient processes high-quality support and continuous improvement across the. You will supervise administrative and grants staff enhance systems and processes and maintain high standards in organisation communication and service delivery.

Key Responsibilities

1. Administrative Leadership & Team Support

• Oversee day-to-day administrative operations
• Supervise and support administrative and grants staff (including mentoring and training)
• Ensure consistent high-quality administrative standards
• Act as the escalation point for complex administrative queries

2. Service Coordination & Delivery Support

• Coordinate and monitor referrals into the service
• Maintain accurate records in line with GDPR requirements
• Support the organisation of events training and support groups

3. Stakeholder & Carer Engagement

• Act as a first point of contact for carers professionals and partner organisations
• Ensure communication is professional sensitive and timely
• Lead on public-facing communications including the Virtual Carers Centre and social media platforms

4. Innovation & Service Improvement

• Identify and implement improvements to processes and service delivery
• Develop innovative approaches to enhance carer engagement (e.g. digital tools and communication methods)
• Lead the development of the Virtual Carers Centre and digital platforms
• Gather and report on service feedback received
• Oversee grants administration ensuring transparent processes and effective use of funding
• Contribute to funding applications reports and proposals

5. Data Management Monitoring & Reporting

• Maintain accurate databases and reporting systems
• Produce reports on service activity and outcomes
• Support the service manager with monitoring requirements for funders and commissioners

6. Compliance Safeguarding and Qulaity Assurance

• Maintain compliance with organisational policies including GDPR
• Supports audits inspections and quality assurance activities
• Contribute to policy and procedure development
• Safeguarding: The postholder will be expexted to work in line with organasational safeguarding and adult/child protection procedures.

7. Support to Management

• Provide High-level administratiove support to the Service Manager
• Prepare data and feedback for reports
• Support planning projects and service development

Person Specification

Qualifications

Essential:

• Qualification in Business Administration Health & Social Care or equivalent experience
• Commitment to continuous professional development

Desirable:

• Knowledge of GDPR and data protection
• Training in digital inclusion communications or social media
• Experience or training in grant administration or fundraising

Experience

Essential:

• Experience in the third sector health & social care or community services
• Experience managing or coordinating administrative functions
• Experience supervising or supporting staff

Desirable:

• Experience in grants administration
• Experience in service development or innovation
• Experience supporting or developing digital services

Knowledge & Skills

Essential:

• Strong organisational skills and ability to manage competing priorities
• Excellent communication and stakeholder engagement skills
• Proficiency in IT systems and digital tools
• Ability to analyse data and produce meaningful reports
• Understanding of the needs of unpaid carers

Desirable:

• Knowledge of carers legislation (e.g. Carers (Scotland) Act)
• Digital engagement skills (social media online platforms)

Personal Qualities

Essential:

• Compassionate and person-centred approach
• Collaborative working style
• Proactive and solution-focused mindset
• High integrity and professionalism
• Adaptability and responsiveness
• Commitment to equality diversity and inclusion

Desirable:

• Creative and innovative thinking
• Passion for digital inclusion and accessibility

Other Requirements

Essential:

• Full clean driving licence
• Access to a vehicle
• Flexible approach to work