HR & Admin- UK

Keka Technologies Private Limited; Mohali; On-site; INR 250,000 - 550,000; Full time

Job summary

Family First Fostering is seeking an organised administrative professional to support social work and Family Finder teams, ensuring accurate records and compliant documentation across all systems.

You will coordinate meetings, handle enquiries, maintain office supplies, support safeguarding, DBS checks, and events, and contribute to audits and inspections. This role requires attention to detail and collaborative teamwork in a busy environment.

Responsibilities

• Provide comprehensive administrative support to the social work and Family Finder teams.
• Maintain accurate and up-to-date records and files on relevant systems (e.g., CHARMS).
• Manage internal documentation and ensure the timely completion and filing of statutory forms, reports, and correspondence.
• Assist in the preparation and distribution of fostering panel papers, meeting minutes, and agenda items.
• Input referral, placement, and carer data into relevant systems, ensuring accuracy and confidentiality.
• Support the team to undertake recruitment checks for foster carers, and maintain compliance records (e.g., DBS checks, training records, medical checks, health and safety checks, references, etc).
• Support recruitment checks for staff and prepare / participate in interviews for prospective staff, when required.
• Coordinate diaries, schedule meetings, and manage communications with external agencies.
• Respond to telephone and email enquiries promptly and professionally, directing queries to the appropriate team members.
• Monitor and maintain office supplies, ordering and replenishing as needed.
• Ensure office health and safety protocols are followed, including conducting regular fire alarm tests, organizing fire drills, and contacting maintenance services when required.
• Assist in the creation and formatting of marketing materials, foster carer profiles, and newsletters.
• Prepare reports, maintain spreadsheets, and support audits and inspections.
• Uphold standards of data protection, safeguarding, and confidentiality at all times.
• Assist in the coordination of training sessions.
• Support the planning and delivery of events for foster carers, staff, and children.
• Attend team meetings and contribute to the continuous improvement of administrative processes.
• Participate in relevant training and ongoing professional development.
• Carry out additional duties as reasonably required within the scope of the role (i.e., ensuring that IT systems are working)
• Support quality assurance processes, Ofsted inspections, and ensure adherence to fostering regulations.
• Support with transport arrangements, including pick-ups and drop-offs for looked-after children between placements and institutions such as the Home Office.
• Welcome and monitor visitors to the office, ensuring the visitor log is kept up to date and accurate.
• Actively engage in regular supervision sessions.
• Participate in an annual appraisal.
• Work collaboratively as part of the team to support the development and continuous improvement of the service.
• Undertake other duties as may reasonably be assigned, commensurate with the level of responsibility.

Job description

Family First Fostering is committed to delivering services that are user-focused and sensitive to the individual needs of children, local authorities, and the broader community. All employees are expected to reflect this ethos through a commitment to service excellence, quality, equality, and partnership.

MAIN DUTIES

• Provide comprehensive administrative support to the social work and Family Finder teams.
• Maintain accurate and up-to-date records and files on relevant systems (e.g., CHARMS).
• Manage internal documentation and ensure the timely completion and filing of statutory forms, reports, and correspondence.
• Assist in the preparation and distribution of fostering panel papers, meeting minutes, and agenda items.
• Input referral, placement, and carer data into relevant systems, ensuring accuracy and confidentiality.
• Support the team to undertake recruitment checks for foster carers, and maintain compliance records (e.g., DBS checks, training records, medical checks, health and safety checks, references, etc).
• Support recruitment checks for staff and prepare / participate in interviews for prospective staff, when required.
• Coordinate diaries, schedule meetings, and manage communications with external agencies.
• Respond to telephone and email enquiries promptly and professionally, directing queries to the appropriate team members.
• Monitor and maintain office supplies, ordering and replenishing as needed.
• Ensure office health and safety protocols are followed, including conducting regular fire alarm tests, organizing fire drills, and contacting maintenance services when required.
• Assist in the creation and formatting of marketing materials, foster carer profiles, and newsletters.
• Prepare reports, maintain spreadsheets, and support audits and inspections.
• Uphold standards of data protection, safeguarding, and confidentiality at all times.
• Assist in the coordination of training sessions.
• Support the planning and delivery of events for foster carers, staff, and children.
• Attend team meetings and contribute to the continuous improvement of administrative processes.
• Participate in relevant training and ongoing professional development.
• Carry out additional duties as reasonably required within the scope of the role (i.e., ensuring that IT systems are working)
• Support quality assurance processes, Ofsted inspections, and ensure adherence to fostering regulations.
• Support with transport arrangements, including pick-ups and drop-offs for looked-after children between placements and institutions such as the Home Office.
• Welcome and monitor visitors to the office, ensuring the visitor log is kept up to date and accurate.

• Actively engage in regular supervision sessions.
• Participate in an annual appraisal.
• Work collaboratively as part of the team to support the development and continuous improvement of the service.
• Undertake other duties as may reasonably be assigned, commensurate with the level of responsibility.

This job description forms part of your main Terms and Conditions of Employment. This job description reflects the main responsibilities of the role. Duties may evolve in response to organisational needs and will be reviewed in consultation with the post holder.