Operations Assistant

Hours: 28-35 hours per week. This post is available on a full-time, part-time, or job share basis

Contract: 12-month contract from start date

Salary: £28,000 per annum

Shared Care Scotland is a small team with big ambition: we aim to be the lead organisation in Scotland on all aspects of short breaks policy and practice. We are looking for an enthusiastic and skilled Operations Assistant to fulfil an important organisation-wide role in providing efficient, accurate and responsive administrative support that helps colleagues, Board members, partners and enquirers work effectively.

If you have skills and experience in delivering administrative and operational support to a busy and diverse team, are self-motivated and keen to develop your knowledge of the health and social care sector then we’d love to hear from you.

For the right candidate, this is an exciting opportunity to work with a dedicated team to deliver on a range of activities that can improve the lives of unpaid carers in Scotland.

In return we offer a supportive, collaborative team environment with excellent terms and conditions

Base: Shared Care Scotland offices, Dunfermline. Hybrid working applies and a copy of our Hybrid (Remote) Working Policy is available on request. 

Key tasks and responsibilities:

Communications and systems

• Organise and keep under review administrative systems and procedures, identifying opportunities to make improvements and increase organisational efficiency.
• Deliver our Enquiry Service by responding to short break enquiries effectively and efficiently, maintaining target response times.
• Manage the Online Short Breaks Directory by identifying and registering new providers on the service and maintaining existing provider records, ensuring that these are accurate and up to date.
• Act as the first point of contact for our Managed IT providers to support the quick resolution of issues and queries.
• Record and track enquiries accurately and provide regular reports to the Operations Coordinator.

Office management 

• Maintain supplies of office resources by tracking stock and placing orders as necessary. 
• Ensure a cost-efficient approach to managing supplies and resources by investigating and recommending economical choices.
• Identify and arrange office maintenance and repairs, acting as the first point of contact with Fife Council concerning the office lease at Dunfermline Business Centre.
• Have responsibility for maintaining and updating our asset register.
• Process invoices and expenses, liaising with the Bookkeeper to ensure that these are paid in a timely manner.
• Work with the Operations Coordinator to ensure that staff are supported with up to date and correctly configured IT equipment and software.

Board of Trustees

• Arrange the organisation’s Board meetings, including dates, venues and catering.
• Act as note taker for the Board, producing detailed, reliable minutes of meetings.
• Maintain a well organised record of Board paperwork and ensure timely communications with Board members.
• Support the Operations team in organising and delivering Shared Care Scotland’s Annual General Meeting.

General Tasks

• Assist colleagues with the administration of conferences, events and meetings, including Learning Exchange events as required.
• Represent Shared Care Scotland at external meetings and events, promoting our work and services.

We’re happy to have an initial informal chat with anyone who wants to find out more about the scope of the role, the team environment and opportunities within Shared Care Scotland. Please contact Kate Hogarth, our Chief Executive Officer on 01383 622 462 or by email: office@sharedcarescotland.com

Closing date for applications is 5.00pm on 11th November 2026. To apply for this position please complete and return our job application form to office@sharedcarescotland.com