Service Administrator (Support Line)

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

Benefits offered by this job

40 days annual leave including public;

Job summary

Children First is expanding Scotland's national Support Line and seeks a dedicated Service Operations Administrator in Edinburgh. You will coordinate administration, maintain records, and support financial tasks to ensure safe, efficient service delivery across phone, webchat and home visits.

The role emphasizes autonomy, organisation and stakeholder communication. Join a growing team funded by the Scottish Government, with hybrid working and a clear path to enhanced impact for families in

Qualifications

• 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.

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.
• Support compliance with organisational policies and procedures.
• Support the administration of Support Line activity including contact volumes, service schedules and rotas, referrals, practitioner workflows and performance reporting.

Skills

Administrative experience

Organisational skills

Data management

Multitasking

Tools

Dynamics

Job description

Job Title: Support Line Service Administrator

Reference number: CF26-60

Division: Children and Family Services

Location: Edinburgh

Salary: Band B6, £25,155 - £30,083 per annum

Post Type: Permanent, full-time

Closing Date: 11 October 2026

Interview Date: Week Commencing 19 October 2026

Children First Support Line

Could you play a vital role within our national Support Line, helping deliver Scotland's mission to eradicate child poverty?

Join Children First and be part of a once in a generation transformation in how families access help to alleviate crisis, prevent harm and build long-term stability to break the cycle of child poverty. Funded by the Scottish Government, we are doubling the size of our Support Line with the aim of supporting 7,500 more families across Scotland in the first year.

We've been preventing harm, supporting recovery and driving change since 1884 and our ambitious plans for the Support Line build on our experience of delivering cash-first, short, medium and long-term holistic support to families living in, or at risk of, poverty.

This is an exciting opportunity to join our growing multidisciplinary team and help ensure every family in Scotland has somewhere to turn when they need help.

About the Role

You will play a vital role in the expansion and delivery of our national support line service, which offers practical, financial and emotional support to families through phone calls, webchats, advice and information on our website and in their homes and communities across Scotland.

This role plays a key role in supporting the effective day-to-day running of Children First services. 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. The postholder will support the effective operation of the national Support Line by coordinating service administration across telephone, webchat and digital channels, ensuring accurate records, efficient service access and high-quality information to support performance monitoring and reporting.

By coordinating key processes such as data management, finance administration, service access and local operations, the Service Operations Administrator allows Support Line Coordinators, volunteers team leaders 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.

What You'll Be Doing

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, Advice Pro and our Call Handling System), 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. Facilities, Health & Safety and Local Operations

Service environments are safe, compliant and well-maintained, with appropriate coordination of property, facilities and health & safety activities.

5. Team and Service Support

Practitioners and managers are effectively supported through coordination of meetings, diaries, resources and operational requirements.

Core 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
• Support compliance with organisational policies and procedures
• Support the administration of Support Line activity including contact volumes, service schedules and rotas, referrals, practitioner workflows and performance reporting.
• 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
• Support the administration of telephone, webchat and digital support channels.
• Assist with service performance reporting, data quality checks, case closures and monitoring against contract requirements.
• Support referral pathways, financial support administration and onward connections to local and national services.
• Coordinate practitioner rotas, meetings, training records and operational communications.
• Contribute to the oversight of the budget

What We're Looking For

We're looking for someone who is passionate about supporting children and families and who can build trust quickly through empathy, compassion and kindness.

• 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

Our Values

Everything we do is guided by our values:

With Love

We put children first with compassion and kindness.

With Purpose

We work alongside families and partners to transform children's lives together.

With Strength

We do whatever it takes to protect Scotland's children.

What You'll Get From Us

At Children First, you'll be part of a values-led organisation committed to developing and supporting our people.

We offer:

• 40 days annual leave including public holidays.
• Contributory pension scheme.
• Flexible and hybrid working opportunities.
• Wellbeing support and health benefits.
• Blue Light Card discounts.
• Learning, training and career development opportunities.
• The opportunity to help shape an ambitious national service supporting thousands of families across Scotland.

Join Us

If you share our belief that every child in Scotland should grow up safe, loved and free from poverty and want to be part of a team that is transforming how families access support, we would love to hear from you.

Together, we can help alleviate crisis, prevent harm and build brighter futures for children and families across Scotland

Please visit the following link to learn about our recruitment events to meet our team, hear about our plans.

https://issuu.com/children_first/docs/children_first_support_line_recruitment_pack

JOB DESCRIPTION:

ROLE SUMMARY

You will play a vital role in the expansion and delivery of our national support line service, which offers practical, financial and emotional support to families through phone calls, webchats, advice and information on our website and in their homes and communities across Scotland.

This role plays a key role in supporting the effective day-to-day running of Children First services. 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. The postholder will support the effective operation of the national Support Line by coordinating service administration across telephone, webchat and digital channels, ensuring accurate records, efficient service access and high-quality information to support performance monitoring and reporting.

By coordinating key processes such as data management, finance administration, service access and local operations, the Service Operations Administrator allows Support Line Coordinators, volunteers team leaders 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, Advice Pro and our Call Handling System), 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. Facilities, Health & Safety and Local Operations

Service environments are safe, compliant and well-maintained, with appropriate coordination of property, facilities and health & safety activities.

5. Team and Service Support

Practitioners and managers are effectively supported through coordination of meetings, diaries, resources and operational requirements.

Core 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
• Support compliance with organisational policies and procedures
• Support the administration of Support Line activity including contact volumes, service schedules and rotas, referrals, practitioner workflows and performance reporting.
• 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
• Support the administration of telephone, webchat and digital support channels.
• Assist with service performance reporting, data quality checks, case closures and monitoring against contract requirements.
• Support referral pathways, financial support administration and onward connections to local and national services.
• Coordinate practitioner rotas, meetings, training records and operational communications.
• Contribute to the oversight of the budget

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

Understanding of contact centre, helpline or customer service environments and the importance of timely, accurate information management.

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.