Contract Administration Manager

Job Title: Contract Administration Manager
Reference number: CF26-53
Division: Children and Family Services
Location: Aberdeen
Salary: Band B, £25,155.00 to £30,083.00 (pro rata: £21,124 - £24,066 per annum)
Post Type: Permanent, part-time (up to 28 hours per week, negotiable)
Closing Date:16th October 2026
Interview Date: 26th October 2026

In this role, you’ll:

Provide confidential, high-quality administrative leadership, coordination and operational support to the Fit Like Family Wellbeing Service and the wider North Region senior management team. You will act as a first point of contact for senior leaders across the region, supporting the effective coordination of regional activity and ensuring administrative processes run smoothly and efficiently.

Working collaboratively with colleagues across Children First, you will contribute to service delivery through effective diary and meeting management, financial administration, reporting, data management and coordination of key operational processes. You will play a central role in ensuring continuity of support across leadership functions while maintaining a child-centred approach in all aspects of your work.

We’d love to hear from you if you can:

• Provide high-quality administrative and secretarial support within a busy and fast-paced environment.
• Manage competing priorities, work proactively and use sound judgement to support senior leaders and operational activity.
• Coordinate complex processes, maintain accurate records and oversee reporting requirements.
• Develop positive working relationships with colleagues, partners and stakeholders across multiple agencies.
• Analyse information and data to support service planning, performance monitoring and contract delivery.
• Demonstrate a flexible, solution-focused approach and a commitment to delivering excellent support services.

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

Flexible Working:

We recognise that talented people are looking for flexibility in how they work. This role is available for up to 28 hours per week, and we welcome applications from candidates seeking a variety of working patterns. Hours could be worked across four or five days and may suit those looking for school-hours working, a reduced-hours role, or greater balance alongside other commitments. We are happy to discuss flexible arrangements that meet both individual and service needs

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.

JOB DESCRIPTION

Role Summary

Acts as a first point of contact for senior management across the North Region, communicating effectively on their behalf and supporting the coordination of regional activity.

The core focus of this role is to provide confidential, high-quality administrative leadership, coordination and operational support to the Fit Like Family Wellbeing Service and the wider North Region senior management team, ensuring the effective running of regional business and service delivery.

The post holder will work collaboratively as part of a wider administrative support team to ensure continuity, consistency, and flexible support across services and leadership functions, responding to changing priorities and business needs as required.

Provide a comprehensive high quality secretarial and diary management function including but not restricted to:

• Ensure effective diary management and organisation/co-ordination of Meetings / activities i.e., all supporting information/materials prepared and associated arrangements have been made (e.g., room bookings).
• Effective minute taking at a range of meetings
• Ensure all incoming communications are dealt with appropriately; draft letters and replies taking action where possible; assess priorities/urgencies for the attention of Senior Management, delegate to appropriate staff if applicable and keep the relevant Assistant Director informed of progress.
• Maintain and develop confidential and electronic/paper recording and filing systems.
• Researches, requests, and collates data/information and responses on behalf of Assistant Directors and region e.g., reporting, business planning activities, funding applications.
• Provides and/or co-ordinates administrative support and relief cover for other Admin Support Managers/Executive Assistants as required to ensure continuity of support for Children and Family Services senior management.
• Provides general support and co-ordinates regional administration processes such as invoice processing and budget monitoring, petty cash, recording and monitoring systems, reception cover, recruitment, events etc.
• Show care in carrying out preparation and tasks to improve the effectiveness of the senior management and the organisation which will require attending proactively to reduce pressures and optimise management capacity. This includes thinking ahead to ensure all support is in place practically, technically and administratively for meetings, events, journeys, overnights etc .
• To contribute to and have oversight of the day-to-day management of the administrative support function of the Fit Like Family Wellbeing Service.
• To coordinate and provide administrative function for the screening, allocation of initial conversations, Request For Assistance reporting process ensuring all requests are captured, allocated efficiently, effectively and timeously while meeting agreed service standards.
• To lead and supervise the process for payment of Fit Like budget, oversight of family funding requests, management of petty cash payments to staff ensuring these are accurate and within agreed timescales.
• Ensure administrative processes in place to support service delivery within Fit Like Family Wellbeing Service, ensuring responsivity to families regarding outcomes of Request For Assistance processes.
• Multiagency communication prioritised to ensure that all stakeholders receive timeous updates regarding Request For Assistance.
• Daily oversight of the Fit Like Family Wellbeing duty inbox, allocating duty tasks appropriately to multiagency partners.
• Lead on coordination of Fit Like hub spaces with health and safety responsibility, ensuring that places are safe, comfortable and inviting environments for children and families.
• Support provision of resources to Fit Like Family Wellbeing team.

Key Results Areas

Provision of Admin Support

• Coordinate admin support to ensure operational delivery. Work closely with other locality administration staff to develop and manage an admin support workplan and liaise with wider team and organisation as required.
• Develop and deliver advice and operational guidance to administrative team members to ensure that all processes work to best practice and service standards.
• Work alongside other team members and external stakeholders as appropriate to develop and improve service delivery including the management of sensitive information within the service and between multiagency partners.

Fit Like, Family Wellbeing Allocations

• Manage process for allocation of lead agency from Fit Like to families.
• Operate, develop and proactively review internal allocation alongside service manager and team leads which allows management of family wellbeing team resource in Aberdeen
• Ensure processes and procedures in place to keep child at centre of all decision making and communication of these decisions.
• Provide information, analysis and reports to service manager and team leads from Microsoft Dynamics, to support contract obligations, service planning and development.
• Provide administrative support to Fit Like Leadership team.

Finance

• Maintain day-to-day oversight of the service budget, including supporting variance monitoring and reporting.
• Lead on day-to