Business Support and Placements Officer

Overall, Purpose:

To provide comprehensive business support across administrative, placements, and panel functions. The role will contribute to the efficient operation of Brighter Fostering, ensure regulatory compliance in administrative and statutory records, and act as a key liaison with local authorities during the placement process. This role combines strong organisational, IT, marketing, and interpersonal skills with a proactive and professional approach.

Post Holder General Expectations:

• Work flexibly across all areas of service delivery, adapting to changing demands.
• Maintain confidentiality and professionalism at all times.
• Uphold the values and policies of Brighter Fostering.
• Comply with safeguarding, health and safety, equality and data protection policies.
• Attend regular supervision and training as required.

Core Responsibilities:

1. Administrative Support

• Act as the first point of contact for general queries from foster carers, local authorities, and professionals.
• Host and greet visitors, providing high-quality customer service.
• Support social workers with uploading and managing case files on CHARMS and digital records.
• File, scan, print, and post documents as required.
• Pursue missing records and ensure compliance with documentation standards.
• Coordinate administrative aspects of recruitment, including responding to initial enquiries.
• Support and minute team meetings and professional gatherings.
• Arrange logistics for training sessions, support groups, and agency events, including booking venues, organising refreshments, preparing materials, and collecting feedback.
• Ensure meeting rooms and facilities are functional and welcoming.
• Maintain a clean, tidy, and organised office environment at all times.
• Order and maintain office supplies, liaise with suppliers, and support IT coordination.
• Manage petty cash and maintain monthly office expenditure records.

2. Statutory Checks, Record and Tracker Management

• Complete and monitor statutory and non-statutory checks for foster carers, staff, and panel members (e.g. DBS, references, LA checks, medicals, etc.).
• Ensure all records are updated promptly and accurately on CHARMS.
• Ensure children's logs and record cards are shared with local authority social workers.
• Organise renewals for organisational memberships, insurances, and mandatory checks.
• Conduct routine audits and quality assurance checks on CHARMS and digital records.
• Ensure all Brighter Fostering Trackers are up to date.

3. Panel Administration

• Organise and manage all aspects of Brighter Fostering’s Independent Fostering Panel.
• Coordinate availability and communication with panel members.
• Circulate panel papers to attendees at least 7–10 working days prior to the meeting.
• Take accurate minutes during panel meetings and ensure timely circulation.
• Track panel recommendations and ensure follow-up actions are completed.
• Prepare and issue formal outcome letters following panel meetings, reflecting the decisions made by the Agency Decision Maker, and notify applicants accordingly.
• Support the Registered Manager and/or Supervising Social Worker in induction planning for newly approved carers.
• Prepare foster carer CHARMS and digital records.
• Prepare foster carer welcome folders, including the fostering agreement and all necessary documents upon approval.
• Gather full referral details, including risk assessments, and ensure all required documentation is completed and uploaded to CHARMS and digital files at handover to the Supervising Social Worker.

4. Placement Coordination

• Prepare and keep up-to-date foster carer profiles to be sent to local authority placement teams.
• Prepare foster carer vacancy lists to be sent to local authority placement teams.
• Receive and review child placement referrals from local authorities.
• Liaise with the management team and supervising social workers to assess placement suitability.
• Discuss referrals with foster carers and ensure appropriate matching.
• Document matching forms.
• Prepare the children’s CHARMS and digital records.
• Prepare children’s welcome folders to be delivered by the Supervising Social Worker.
• Gather full referral details, including risk assessments, and ensure all required documentation is completed and uploaded to CHARMS and digital files at handover to the Supervising Social Worker.
• Coordinate pre-placement meetings and associated logistics.
• Maintain professional and regular communication with local authority placement teams.
• Work closely with foster carers, supervising social workers, children’s social workers, and placement teams to organise and support placement planning meetings and related activities within 5 days of placement.

5. Marketing Support

• Prepare and publish newsletters and blogs in line with agency branding.
• Work closely with the Social Media Manager to support online fostering recruitment campaigns and initiatives.
• Support the Social Media Manager in engaging foster carers and applicants to create and share online content across platforms such as Facebook, Instagram, and LinkedIn.
• Collaborate with the Recruitment and Engagement Officer to deliver fostering recruitment campaigns and initiatives.
• Respond promptly and professionally to all fostering enquiries received via phone, email, website, or social media platforms.
• Maintain an enquiries log and ensure timely follow-up to maximise conversion.
• Support the Recruitment and Engagement Officer in planning and coordinating recruitment events, open evenings, and information sessions.
• Contribute ideas for content and themes to promote fostering through Brighter Fostering’s blog and social media.
• Ensure recruitment materials, enquiry packs, and promotional items are well-stocked and available.
• Help monitor engagement metrics (e.g. enquiries, event attendance, follow-ups) and provide administrative support for recruitment reporting.

Qualifications & Experience

• GCSEs in English and Maths or equivalent (essential)
• Further education (A-Levels, NVQ Level 3/4, Diploma or Degree) (desirable)
• Strong administrative and IT skills including use of Microsoft Office (essential)
• Experience in fostering, social care or child placement settings (desirable)
• Knowledge of safeguarding, fostering regulations, and statutory checks (desirable)

Key Competencies

• Excellent verbal and written communication
• Organisational and time management skills
• Ability to work under pressure and meet deadlines
• High attention to detail and accuracy
• Confidence dealing with professionals and foster carers
• Commitment to the safety and well-being of children

Job Types: Full-time, Part-time, Fixed term contract, Temp to perm, Apprenticeship, Graduate
Contract length: 12 months

Pay: £22,000.00-£24,000.00 per year

Benefits:

• Flexitime
• Work from home

Work Location: Hybrid remote in Leeds LS9 7DZ

Reference ID: BF BSPO
Expected start date: 20/09/2025