My Foster Carer (MFC) is a new independent fostering agency in the North East — built by an experienced team with decades of fostering and children’s social care expertise. We’re here to do things differently: raising the bar for how foster carers are recruited, trained and supported, and creating a modern, child-centred service that genuinely backs carers to succeed. If you’re ambitious, proactive and values-led — and you want to help revolutionise fostering across the region while having real influence in a growing organisation — we’d love you to join us
About the Job
1. Job Purpose
To provide high-quality administrative, compliance and communication support to the management team of My Foster Carer Ltd (MFC), helping to ensure the smooth day-to-day running of the agency andmaintaininga child-centred, safeguarding-led service.
The post holder plays a key role in:
* Supporting the Registered Manager and wider team to deliver an effective and compliant fostering service.
* Maintainingaccuraterecords,trackersand audit systems to support quality assurance and inspection readiness.
* Acting as a professional first point of contact for carers, prospective carers, localauthoritiesand other stakeholders.
* Supporting the agency’s social media and online presence in line with MFC’s ethos and marketing approach.
All duties must be carried out in a way that promotes children’s welfare andsafety, andsupports foster carers to provide high quality care.
2. Key Duties and Responsibilities
2.1 Management and organisational support
* Provide day-to-day administrative support to the Registered Manager and wider team.
* Assistwith organising meetings (including team meetings, training,supervisionand other service meetings), including:
* arranging dates,invitesand agendas
* preparing papers and packs
* taking and formatting minutes/action logs whererequired
* Support effective use of management systems including CHARMS and Microsoft 365 (Teams, Outlook, SharePoint) and other agreed platforms.
2.2 Compliance, auditsystemsand quality support
* Manage and update audit systems(Charms),supporting data collection, recording,filingand evidence collation
* Support the development and review of agency policies and templates (as directed), ensuring documents are correctly labelled, dated, version-controlled and stored securely.
* Escalate emerging compliance gaps, missinginformationor risks to the Registered Manager promptly.
2.3 Foster carer compliance and lifecycle administration
* Support the foster carer induction process, ensuring induction activity is completed within agreed timescales and recorded appropriately.
* Maintain an overview of the foster carer review process,monitoringkey dates, chasing outstanding documents and supporting preparation of paperwork asrequired.
* Support medical compliance for foster carers, ensuring medicals arerequested,trackedand completed within agreed timescales.
* Support DBS compliance for foster carers, householdmembersand relevant support network checks, ensuring applications/renewals are processed and recorded correctly.
* Maintain an overview of foster carer training compliance (including mandatory and refresher training), includingallocating/reallocating online training andmaintainingtraining records.
2.4 Panel and formal meeting administration
* Arrange Panel dates and venues, notify all partiesin a timely mannerand coordinate paperwork (as directed).
* Takeaccurateminutes/action notes at Panel and other meetings whenrequired, ensuring confidentiality and secure storage.
2.5 Customer support and enquiries
* Act as a professional, friendly first point of contact for:
* enquiries via the website
* social media messages
* general email inboxes and phone calls
* Log and acknowledge enquiries from prospective foster carers, passing information promptly to the relevant manager for follow-up.
* Provide basic information about MFC and the fostering process within agreed scripts/guidance.
* Support day-to-day fostering support administration, helping to build andmaintaina supportive working relationship with foster carers and the wider team.
* Ensure any contact that mayindicatea safeguarding concern is escalatedimmediatelyto the Registered Manager/Designated Safeguarding Lead in line with MFC policy.
2.6 General administration and records
* drafting and formatting letters,formsand templates
* maintaining up-to-date contact lists for carers, staff, panelmembersand partners
* scanning,uploadingand filing documents in the correct locations (e.g. CHARMS, SharePoint)
* supporting the preparation of reports,auditsand inspection materials as requested
* Helpmaintainaccurate,timelyrecords, ensuring documents are clearly labelled,datedand stored in line with MFC’s data protection procedures.
* Support the organisation of events (e.g. carer support groups, training days and meetings) with basiclogisticssuch as invites, reminders and materials.
2.7 Supervision,teamworkand continuous improvement
* Make constructive use of supervision and appraisal processes and engage with learning and development activities asrequired.
* Work collaboratively with colleagues to support team effectiveness and service development.
* Participate in team meetings and undertake occasional travel asrequiredfor the role.
3. Safeguarding, Professional Standards and Compliance
* Promote and safeguard the welfare of children and young people at all times, and work in a child-centred way.
* Immediately report any concerns about a child’s safety/welfare, or concerns about the conduct of carers,staffor others, to the Registered Manager and/or Designated Safeguarding Lead in line with MFC policy.
* Maintain strict confidentiality andcomply withdata protection legislation (UK GDPR, Data Protection Act 2018) and MFC information governance requirements.
* Ensure that no identifying information about children is shared in any public forum (including social media), and that consent is appropriately managed for any approved photos/quotes.
* Use CHARMS, Microsoft365and any other systems in line with MFC’s recording standards and procedures.
* Represent MFC professionally and courteously in all communications.
4. DBS, Qualifications and Pre-Employment Checks
This post is subject to:
* Enhanced Disclosure and Barring Service (DBS) check (child workforce).
* Satisfactory references, including at least one from the most recent employer.
* Verification of identity, right to work in the UK and relevant qualifications.
The post holder must notify the Registered Managerimmediatelyof any change in circumstances that may affect suitability to work in, or support, a fostering service.
5. Person Specification
* Experience working in a fostering agency, children’sservicesor related regulated setting.
* Working knowledge of CHARMS or other case management systems.
* Experiencemaintainingcompliance trackers/audit systems (e.g. DBS, training, medicals, reviews).
* Experience in an administrative or business support role.
* Experience of taking comprehensive minutes andmaintainingaction logs.
* Good basic understanding of confidentiality and data protection.
* Confidence using IT systems, including Microsoft 365 (Word, Excel, Outlook, Teams) and willingness to learn other systems (including CHARMS).
* Strong organisational skills with the ability to plan, prioritise and meet deadlines.
* Good written and verbal communication skills, with a professional and courteous manner.
* Ability to work flexibly as part of a small team and use initiative appropriately.
* Excellent literacy and attention to detail to ensure correct spelling, grammar andaccuraterecord keeping.
* Commitment to safeguarding, equality,diversityand inclusion.
* Experience managing or supporting social media accounts for an organisation.
* Full UK driving licence and access to a vehicle for work purposes (if required by the role).
6. Flexibility
The duties above are not exhaustive. The post holder maybe requiredto carry outadditional, reasonable taskscommensuratewith the role and grade, as agreed with the Registered Manager, to meet serviceneeds and improve outcomes for children.
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