Service Administrator (Edinburgh)

Children First; City of Edinburgh; On-site; GBP 25,000 - 30,000; Part time

Benefits offered by this job

40 days annual leave

Pension scheme

Wellbeing support

Flexible hybrid working

Westfield Health

Blue Light card

Job summary

Children First in Edinburgh is seeking a Service Administrator for a part-time, 21-hour per week role based at our Whitehouse Loan office. The post focuses on supporting the Edinburgh Family Wellbeing Service with administrative, IT and financial tasks to enable smooth service delivery.

The successful candidate will manage diaries, coordinate meetings and act as a first point of contact for service enquiries, while upholding our values and ensuring safeguarding compliance.

Qualifications

• Excellent administrative, IT and financial skills to support the work of Children First.
• First point of contact for telephone enquiries about support and queries.
• Ability to maintain diaries, schedule and coordinate meetings.

Responsibilities

• 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.

Skills

Administrative skills

IT skills

Finance administration

Diary management

Communication

Data entry

Tools

Dynamics

Microsoft Office

Job description

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

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 tous 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.

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

About us

Children First is Scotland’s national children’s charity. We stand up for every child because all children should have a safe childhood. We protect children from harm and support them to recover from trauma and abuse through our national and local services. We help children, their families and the people that care for them by offering emotional, practical, and financial support. We give children hope and a safer, brighter future. Our core values guide how each one of us works in our individual day to day job:

With love, we put children first.

With purpose, we transform children’s lives together.

With strength, we do whatever it takes to protect Scotland’s children.

These values are reflected in everything we do. If you share our vision and values and would like to join our team then we would love to hear from you.