JOB DESCRIPTION

April 2016

Job title: Skylight CoordinatorDepartment: Client services

Team: Crisis Skylight South YorkshireJob holder:

Reporting to: Director of Crisis Skylight South Yorkshire

Aim

  • Ensure the CSSY office is run efficiently and effectively in order to support the outreach delivery of all CSSY services
  • Provide all administrative support to the teaching and progression teams through line management and delegation of tasks to volunteer administrators
  • Hold responsibility the day to day running of the CSSY office including issues relating to building management, health and safety, first aid and petty cash.
  • Organise end of term events and liaise with staff regarding content.

Dimension

  • Management of volunteers

Circumstances

  • 35 hours per week.
  • Based in the Manvers area of Rotherham with services delivered in partners’ facilities across South Yorkshire
  • CSSY will run three12 week terms per year. Terms breaks will be used for ad-hoc events such as Jobs Fairs, award ceremonies, taster sessions, end of term performances and preparation for the next term
  • The role involves working with vulnerable adults and young people and so a satisfactory enhanced disclosure from the Criminal Records Bureau is required
  • Willing and able to travel across South Yorkshire and the UK for training and meetings.CSSY operates on an outreach basis and whilst this role will be primarily based in our Manvers office, you will be required to travel to partner venues as required.
  • Some evening and weekend work may be required and time off in lieu will be given in accordance with the Crisis TOIL policy
  • The project operates an outreach model so access to own transport on a daily basis is essential. Please note that this is an essential criteria of the role and as such applicants who do not meet this requirement at the point of application will not be shortlisted

Salary

  • £25,000 per annum

Background

Crisis is the national charity for single homeless people. We are dedicated to ending homelessness by delivering life-changing services and campaigning for change.

Crisis Skylight, our award winning and accredited education, training and employment services, offer practical and creative workshops with formal learning opportunities that lead to qualifications and finding work

In South Yorkshire, Skylight services are delivered on an outreach basis in existing homeless and community facilities. CSSY has partners across Barnsley, Doncaster Rotherham, Sheffield and the surrounding communities

Organisational chart


Principal accountabilities

The post holder will undertake the following core job tasks.

  • You will be required to demonstrate a high degree of initiative, anticipating the needs of the team, implementing processes and ensuring that the office runs smoothly day to day
  • Supporting the learning and progression teams to maintain learner records, tracking and evidencing on the Management Information System and hard-copies where required.
  • Line manage and create the content of admin work for volunteers
  • Assist in the preparation of reports for the Director of CSSY, the Senior Management Team, funders and awarding bodies
  • Take responsibility of the day to day petty cash management and purchase order requests.
  • Ordering tutor materials and office stationery, using the most cost effective suppliers
  • Making travel arrangements for tutors and staff when working away from the Manvers office
  • Managing CSSY web-content and working with the Learning & Progression Managers and Communications to prepare marketing materials
  • Ensure that all in house office processes are followed correctly and that staff members are aware of updates and changes
  • Maintain all centre files and administration processes to meet accreditation and company processes
  • Take responsibility for Health & Safety inductions for all new staff and ensure Health & Safety policies and processes are up to date
  • Take responsibility for the facilities management in the Crisis office, including, fire safety, general health and safety and first aid provision
  • Project managing the end of term events following each Skylight term
  • Assist the Director and rest of the CSSY team with general administration duties when required
  • Take responsibility for the management and smooth running of the CSSY office, including managing relationships with key suppliers e.g. Cleaning contractors

Contribution to the team and organisation

  • Participate in professional development activities
  • Promote well-being and development of the organisation internally and externally
  • Work within the organisation’s policies and procedures including Equal Opportunities
  • Support and manage volunteers as required within the office

General accountabilities

  • Actively encourage and support member involvement within Crisis
  • Ensure that any safeguarding concerns are identified and reported in line with Crisis’ procedures
  • Develop and maintain an understanding of Crisis’ work and the needs and circumstances of homeless people
  • Comply with Crisis policies and procedures, including Health and Safety policies, for which all employees owe a duty of care both to themselves and others, in accordance with the Health and Safety at Work Act

Carry out any other duties that may reasonably be required in the light of the main purpose of the job, including sharing responsibility with the South Yorkshire Skylight team for ensuring a welcoming, clean and safe environment for staff and all those accessing the service

Person Specification

Essential

  1. Highly developed organisational skills with a demonstrably high degree of initiative and self -motivation
  2. Exceptional levels of accuracy in a fast paced environment with the ability to spot problems before they arise, employing logical decision making skills.
  3. Experience of supporting a team through implementing administrative processes
  4. Excellent communication skills and the capacity to quickly learn and implement new communication channels
  5. Good interpersonal skills with the ability to develop and maintain working relationships within an expanding team
  6. Experience of line managing volunteers
  7. Ability to prioritise and employ time-management skills
  8. Knowledge of when to appropriately share information, both internally and externally
  9. High proficiency in use of MS Office (including Word, Excel, & Outlook) and internet
  10. Commitment to Crisis’ purpose and values including equal opportunities and social inclusion
  11. Knowledge of and ability to comply with safeguarding procedures
  12. Access to own transport and ability to travel across the county as required

We encourage applications from all sections of the community particularly those with personal or previous experience of homelessness.