Job Summary
The Safeguarding Administrative Assistant will play a key role in safe recruitment within the Provincial safeguarding Team of the Scottish Episcopal Church by helping to manage the Protection of Vulnerable Groups (PVG) scheme process, assisting with audit and compliance, data entry and ensuring the highest levels of accuracy and reliability are maintained and developed.

You will assist church members, office bearers and members of Clergy with questions about PVG processes and associated matters.

From time to time there may be a requirement to assist with administrative functions across the General Synod Office.

Responsibilities

You will be responsible for:
• Receiving and answering telephone calls, dealing with queries, providing general information the work of the Safeguarding Team and referring more complex queries to the relevant person within the Safeguarding team.
• Assisting with managing enquiries by email, providing a response or forwarding to the correct person within the Safeguarding Team.
• Opening and sorting the mail daily, distributing this to the correct person within the Safeguarding Team.
• Maintaining records, including the electronic filing of documents.
• Managing and extracting information from emails, telephone calls, on-line applications and other sources and inputting such information to databases and record management systems.
• Maintaining Excel and other databases to ensure accurate and timely record keeping.

• Providing administrative support for Safeguarding training events.
• Assisting with Safeguarding audit and assurance activities.
• Ensuring compliance with Health and Safety Regulations.
• Working collaboratively with colleagues across the General Synod Office to support the creation of a warm, pleasant, and hospitable working environment.

• From time to time, you may be required to assist with other administrative duties within the General Synod Office.

This job description sets out the major duties associated with this role post.

The postholder may be asked to take on additional tasks depending on the needs of the organisation.

The duties of this post could vary from time to time as a result of new legislation, changes in technology or policy changes, in which case appropriate training may be given to enable the post holder to undertake the new duties.

Qualifications and experience
• You should have demonstrable experience of administrative duties, ideally within a busy office setting, and the ability to manage work to set timescales.
• You should be flexible and adaptable whilst having the ability to prioritise work and use your own initiative to make sound judgements within established parameters and procedures.
• Data entry to, and experience of databases including interrogating databases.

Experience of using and understanding of computer systems and equipment.
• Experience of or awareness of the PVG scheme.
• An understanding of the context of church life or charitable work, especially with volunteers.
• A sound working knowledge of MS Office products especially Excel, Word and Teams.

• The ability to manage data from a range of sources eg email, telephone calls, applications and mailed items.
• Strong organisational skills with the ability to work to tight timescales while maintaining very high standards of work.

• Ability to work on own initiative, seeking advice as appropriate.
• Excellent communication and interpersonal skills to deal with enquiries in person, on the telephone and via email.
• Due to the confidential nature of the information you may encounter in this role, tact, discretion and sensitivity are essential personal attributes.

We are an equal opportunity employer and invite applications from people of all backgrounds and from any faith or none.

You must have unrestricted right to work in the UK to be eligible for this role as we do not hold a sponsorship licence.

You can apply by downloading the application form from our website at: https://www.scotland.anglican.org/vacancy-safeguarding-administrative-assistant/

Job Types: Full-time, Permanent

Pay: £23,620.00-£26,584.00 per year

Benefits:
• Company pension.

• On-site parking.

• Sick pay.

• Work from home.

Work Location: Hybrid remote in Edinburgh EH12 5EE

Application deadline: 20/08/2025
Expected start date: 15/09/2025