Service Coordinator

Job Description

Service Coordinator Contract until: Monday 3rd JuneBased in Bristol, BS1Hourly rate £17.02 VIa Umbrella (37 hours PW)The roleReporting to the Head of Service for Employment & Skills, the Service Coordinator will support the delivery of all of our key initiatives, focussing primarily on supporting the Head of Service and her senior management team with their wide remit to manageexternal relationships, oversee delivery and manage risks and issues on a day to day basis.The Employment & Skills Service enables residents across the area to understand and access careers support, training and skills services as well as enabling adults to develop the skills and qualifications needed for life, work, apprenticeships and furtherlearning. Our team oversees approx £60m of funding each year across its portfolio, and engages with hundreds of external organisations. The Coordinator will support delivery of this wide remit.The Project Coordinator will:

• Support the Head of Service (and the senior Skills management team) with all aspects of service development and delivery including planning and reporting.
• Play a key role in maintaining communications with a range of external stakeholders, including ensuring external meetings are properly convened and managed.
• Help to support the coordination of service funding, planning and governance.
• Enable the Head of Service and her senior team to deliver Mayoral priorities and ensure the delivery of Employment and Skills Plan.

Key responsibilities of the role are as follows:

• Provide administrative support to enable development and delivery of skills initiatives across the entirety of the Employment & Skills portfolio.
• Provide support in developing and maintaining reporting, oversight and governance of the portfolio on a day-to-day basis which is up to date, accurate, and meets service and wider needs.
• Deal with email, face-to-face and phone enquiries from external contacts and stakeholders, triaging queries and replying to enquiries. This is a vital element of the role so the post holder must be a confident communicator and able to adapt their communicationstyle and method to support the service user.
• Establish and support the wide range of strategic panels, groups and meetings to ensure that the Head of Service and her team are engaging fully with sector and organisational leads
• Ensure all strategic senior level meetings receive agendas & papers in a timely fashion and ensure clear and simple notes for each meeting.
• Manage the Head of Service diary to ensure that strategic meetings can be attended and are prioritised.
• Establish and maintain action registers and ensure that these are fully managed such that actions needed are delivered, by internal or external partners as required.
• Support the management and maintenance of all reporting and governance. processes, ensuring the timely preparation and submission of reports and papers.
• Work with the People & Skills Comms Manager to ensure the Service is accurately represented in external communications and to ensure that programmes, projects and achievements are promoted.
• Provide coordination and support for various external events, involving liaison with various internal and external stakeholders including colleagues, skills providers, employers, community groups, sector specific membership organisations and other key skillsstakeholders. This includes willingness to travel to meetings within the region to provide support when required.
• Work as part of a virtual team with other coordinators and administrative support across the People and Skills Service as required.
• The duties and responsibilities in this job description are not exhaustive and the job holder may be required to undertake other duties within the general scope of either the level or nature of the post.

Essential Qualifications and Knowledge

• Educated to degree or equivalent level in a relevant subject OR able to demonstrate equivalent experience.
• Understanding of project management disciplines and their practical application.

Experience

• The role would suit an experienced administrator or some one with experience of supporting senior managers
• Experience of communicating (written and oral) with a wide range of people.
• Experience of co-ordinating meetings, setting agendas and managing forward plans.
• Experience of using a suite of IT packages to manage a range of project coordination activities.
• Experience of collating, analysing and presenting data effectively.
• Experience of applying project management discipline to co-ordination of a work programme.
• Experience of working with staff at all levels of an organisation to complete tasks.

Skills and Competencies

• Able to work with minimal supervision as part of a multi-disciplinary team.
• Highly organised with the ability to prioritise work independently, and work across a wide range of tasks on a daily basis.
• Ability to co-ordinate a complex series of meetings and programmes, organising meetings and taking notes accurately.
• Good communicator with excellent attention to detail and a high ability of written English.
• Strong people skills with demonstrable experience of working with a range of stakeholders.
• Ability to work flexibly and able to work with new streams of work where processes are yet to be refined.
• High level of professionalism and ability to work with a range of different people and organisations.
• Passion to provide high quality support for all residents of the West of England.

Desirable

• Experience of working in the public sector and/or understanding of the skills system and/or education.
• Experience of event co-ordination

Due to high demand we are only able to respond to applications that meet the required criteriaRequired skills

• Administrative
• People Skills
• Project Coordination
• Project Work