May2013

Dear Applicant,

Operations Coordinator– CoreHub

Thank you for your interest in the above post. Please find enclosed:

  • Terms and Conditions of the post
  • An Introduction to Place2Be
  • The job description and person specification for the post
  • Personal Details Form for Applicants
  • Equal Opportunities form

Please send yourCV and Supporting Statement(of no more than 500 words) clearly showing how you meet each selection criterion in the person specificationand stating which specific role you are applying formarked for my attention no later than 9am on Monday 20 May 2013.Please note interviews have been provisionally scheduled forthe week commencing 27 May 2013.

You do not need to provide your date of birth on your CV or the years you went to school or any other training establishment.

Please return your application by email only to in Microsoft Word format.

Please ensure that you have also completed and sent to us Personal Details and Equal Opportunities Forms. You can do so by returning this entire Job Pack with two forms completed electronically, you will find them at the end of this document.

If you are a current member of staff or our volunteer please note that you are required to notify your line manager and obtain a letter of recommendation supporting you in applying for this post. Please submit the letter together with your application and not separately.(applications without a letter of recommendation will not be considered as full).

Thank you for your interest in Place2Be and we look forward to receiving your completed application.

With best wishes,

Alex Wilkinson

Interim Resourcing Officer

Operations Co-ordinator – Core Hub
Terms and Conditions

Below is a general outline of the Terms and Conditions for this post. Full terms and conditions would be included following any offer of employment.

Type of Appointment

Permanent, Full Time

Location

Place2Be, 13-14 Angel Gate, 326 City Road, London, EC1V 2PT.

For the further information, please visit our website:

Probationary Period

6 months’ probationary period with a formal appraisal in the sixth month.

Salary

£25,000 per annum.

.

Hours of Work

5days (36 Hours) per week.Working days areMonday – Friday.

Annual Leave

A full time equivalent allowance is 25 days per annum plus bank holidays. The pro-rated allowance will be calculated once the candidate is appointed and the start date is known.

Pension

Employees are eligible to join Place2Be pension scheme after three full months of service. The Place2Be contributes 3% of your salary into the scheme; employees may contribute as from 3% of their salary per financial year. A free session is available with our financial advisers to help plan your pension needs.

Childcare Vouchers

We run an approved childcare voucher scheme which offers income tax and National Insurance contribution savings when paying for child care.

Cycle Scheme/Season Ticket Loans

We offer interest-free loans for buying a season ticket or purchasing a bicycle to assist our staff with reducing the cost of travelling to work.

Eye Care Vouchers

We provide eye care vouchers entitling you to a free annual eye test. This scheme fulfils our legal obligations under the Health and Safety at Work Act for staff using Display Screen Equipment. If staff require glasses because of their use of a DSE then an additional voucher pays for a basic pair of glasses.

Training and Development

Place2Be offers a central development programme for all staff and provide a range of training opportunities as part of employee’s individual personal development plan.

Asylum and Immigration Act 1996 – section 8

Under the Asylum and Immigration Act 1996 you will be required to prove your eligibility to work within the UK. Further details will be provided to shortlisted candidates.

PVG Scotland/DBS

An offer of employment for this post will be subject to a satisfactory Enhanced Disclosure clearance through PVG Scotland (Disclosure and Barring Service in England and Wales).

References

References will be taken up from your two most recent employers. Any offer for this role is conditional on both references being satisfactory.

Job Description

Job title:Operations Co-ordinator

Reporting to: Head of Operations

Location: Core Hub: Central London

Salary: £25,000 pa

Timing:Immediate start

Purpose of the job

The Operations Co-ordinator provides administrative support to ensure the smooth running of Place2Be Operations. S/he co-ordinates the onboarding of new schools who commission Place2Be services, provides PA support to the Head of Operations and administrative support as necessary to Heads of Service Management. This is a key post at the heart of Place2Be service delivery and needs to reflect the high quality standards and professionalism of our work. The job holder has to ensure that the Head of Operation’s busy schedule runs smoothly and has to demonstrate an extensive knowledge of Place2Be and a sound understanding of its aims, objectives and values.

1.Operations Administration

  • Provide administrative support to the senior Operations team. This will include arranging meetings, setting up and maintaining filing systems, collation and circulation of papersand liaising with the reception team to book venues, hospitality and travel as necessary.
  • Maintain an accurate up to date directory of schools and contacts commissioning Place2Be services, amending group emails and contact lists as necessary.
  • Co-ordinate the annual school review schedule.
  • Provide reception cover to the office on occasion, dealing with general enquiries, transferring calls and taking messages.

2.Onboarding new schools

  • Work closely with all departments involved in new school on-boarding, e.g. local Service Managers, Business Development, Training, HR & Volunteering, Finance, IT and Communications, to ensure all new service set-up is undertaken in line with expectations and delivered on time and to a high standard.
  • Draw up and issue contracts to schools commissioning Place2Be services.
  • Maintain accurate and concise records relating to the set up and implementation of all new Place2Be projects and new relationships.
  • Conduct an audit at the end of the development period to ensure that all projects and programmes are completed to high standard.

3.Personal Assistant Support for Head of Operations

  • Provide administrative support to the Head of Operations - manage diary, organise meetings and conference calls, book meeting rooms and refreshments, prepare agendas, and issue meeting papers and take minutes of meetings as requested
  • Administer the review and updating of policies and procedures within Place2Be in line with the overall calendar of review.

4.General

  • Keep abreast of relevant policy relating to schools, health, education and Place2Be.
  • Demonstrate a commitment to the organisation and to customer care by ensuring regular communication, visibility and feedback to all stakeholders.
  • Meet, develop and implement improvements to key work objectives, targets and outcomes and new initiatives relevant to the post.
  • Support and nurture the Place2Be values of Perseverance, Integrity, Compassion and Creativity.
  • Work as a team member of the organisation as a whole sharing information and best practice openly and productively.

FLEXIBILTY

The job description is a general outline of the job duties and responsibilities and may be amended as Place2Be develops and the role and team grows. The post holder may be required to undertake other duties as may reasonably be required from time to time.

Operations Co-ordinator Job Pack May 2013 Page 1 of 12

Registered office address: Place2Be, 13/14 Angel Gate, 326 City Road, LondonEC1V 2PT Tel: 020 7923 5500.

Registered charity number 1040756 (England and Wales) SC038649 (Scotland). Registered Company number 02876150.

PERSON SPECIFICATION

Operations Co-ordinator

The person specification outlines the main criteria for the post

CRITERIA
Excellent communication skills - written and verbal – with a confident and firm (when necessary) but pleasant telephone manner. At ease communicating with a wide range of people, confidently building and maintaining relationships. Ability to work effectively with all levels within the organisation and with key external partners and schools.
Strong planner, well organised, unflappable, with a demonstrable track record of working under pressure.
Ability to use own initiative, energetic and a self starter.
Numerate, strong writing skills, demonstrating attention to detail and able to produce written documents to a high standard.
Team player, able to create favourable working relationships easily, with the ability to organise others when necessary ·
Excellent working knowledge of MS Office software, competent in using Word, Excel and Powerpoint
An understanding of the UK school sector
An understanding and ability to maintain confidentiality in the context of delivering a mental health services for vulnerable children and families

Personal Details Form for Applicants

Please complete ALL sections of the form even if some information is included in your CV.Place2Be is committed to Equal Opportunities within its employment practices. The enclosed Equal Opportunities Form will be removed before shortlisting and will remain confidential to the Human Resources Department.

Post applied for / Hub/ Area
Closing date / Where did you find out about this vacancy?
Please give reference number if known / BACP BAAT BADT BAPT Guardian Other
Please give details:

Place2Be

Have you previously applied for any jobs within Place2Be? / Yes
No / If yes please give details:
Post / Hub/ Area / When
Have you ever worked or volunteered for Place2Be? / Yes
No / If yes please give details:
Post / Hub/ Area / When

Your contact details

Surname / Name
Address
Postcode
Home tel: / Mobile tel:
Work tel: / Email:

Professional Membership

Registration body / Registration number / Membership status / Are you accredited? / Expiry date

References

Please give the name and contact details of two referees who can comment on your work experience, competence, personal qualities and your suitability to the post. One of these must be your current or most recent employer. Please note that we will only take up references if a conditional offer of employment is made.

1. Name / Position
Address
Telephone Number / Email:
Relationship to you
2. Name / Position
Address
Telephone Number / Email:
Relationship to you

Criminal Record

Do you have connections in your personal life with any individual (relative, household member or friend) who could present a risk to children or who has been convicted of a criminal offence which would deem them unsuitable to work with children? YES/NO
Have you, as an adult, had involvement with a local authority, in relation to care proceedings or child protection proceedings in your family? YES/NO
Have you ever been arrested, cautioned for or convicted of a criminal offence or other offence which would show in a CRB enhanced disclosure?YES/NO*
*Note: If YES, please give details and an explanation of the offence and sentence or penalty imposed (including suspended sentences, warnings etc) in a separate file marked ‘confidential’ including an explanation of how you have consequently demonstrated you are a suitable person to work directly with children.
As the position will involve access to children, the position is exempt from the Rehabilitation of Offenders Act 1974 (Exceptions) (Amendment) Order 1986 and you will be required to undertake an Enhanced Disclosure from the Criminal Records Bureau which will show all records. Please contact us if you would like further information.
Any position offered would be conditional on the receipt of an enhanced CRB which satisfies the criteria of Place2Be. A copy of the CRB Code of Practice is available on the CRB website.

I declare that the information I have given is accurate and true and any false or misleading information given on this form may lead to my employment being withdrawn and consequent criminal proceedings.

Unsuccessful application details will be retained for monitoring purposes and for the provision of future potential opportunities and other communications. If you do not wish to receive any further information you may make a request at any time via email,for the attention of the Resourcing Officer, to

Signed Date

Ensuring Equality in Recruitment and Selection for Paid and Unpaid Positions

The Equal Opportunities Commission, Commission for Racial Equality and the Disability Rights Commission strongly recommend that monitoring is effectively carried out and Place2Be fully supports this.

Place2Be actively monitors the selection process to ensure that no one applying for a post within Place2Be receives less favourable treatment on the grounds of sex, marital status, gender, disability, race, ethnic or national origins, age, sexual orientation or religious or political opinion. Equality of opportunity, fairness, acceptance of differences and the rights of individuals, including the right to work in an atmosphere free from intimidation, are important values held by Place2Be and we are committed to tackling them in all aspects of our work.

In order to enable us to regularly monitor and assess whether equality of opportunity is being achieved, please complete this form and return it with your application form.

Rehabilitation of Offenders Act 1974. As this role meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, applicants offered employment/placement will be subject to an Enhanced Disclosure check from the Criminal Records Bureau before appointment is confirmed. This will include details of cautions, reprimands or final warnings as well as convictions and a check of the list of those Barred from working with children or vulnerable adults. It is a criminal offence for anyone on the barred list to attempt to procure employment working with children. Any disclosure revealing such an attempt will be provided to the Independent Safeguarding Authority and may result in criminal charges and/or conviction.

Completing the following form will enable us to carry out the effectiveness of our monitoring policy. The information will be separated from your application as soon as it is received. It will not be passed onto anyone involved in shortlisting or appointment to this post.

Post Applied For

Are you?

Male Female

Are you?

<20 21-24 25-29 30-34 35-39 40-44

45-49 50-54 55-59 60+would prefer not to say

The Disability DiscriminationAct 1995 defines a disabled person as someone with a physical or mental illness impairment which has a substantial and longterm adverse effect on his or her ability to carry out normal, daytoday activities.

Do you consider yourself to have a disability which may affect your employment/placement?Yes No

If Yes, Please provide details

What adjustments would need to be made to assist you in carrying out the duties of this post, if appointed?

Would any adjustments need to be made to the interview process to assist you in your application? Yes No

If yes, please provide details:

What is your Ethnic Group?

Please choose one section from (a) to (e) and then put a cross or tick in the appropriate box to indicate your cultural background (as recommended by the Commission for Racial Equality).

(a) White(d) Black or Black British

BritishCaribbean

English African

Scottish Any other Black background,

Welshplease state

Irish

Any other White background,

please state

(b) Mixed(e) Chinese or Chinese British or other

White and Black Caribbeanethnic group

White and Black AfricanChinese

White and AsianAny other, please state

Any other Mixed background,

please state

(c) Asian or Asian British

Indian

Pakistani

Bangladeshi

Any other Asian background,

please state

Operations Co-ordinator Job Pack March 2013 Page 1 of 12