Informal enquiries: Kevin Sandham-Mulholland 0114 2841801

SHEFFIELD CITY COUNCIL

JOB DESCRIPTION

PORTFOLIO / PLACE
DIVISION
SECTION / PARKS AND COUNTRYSIDE
PARKS
POST TITLE / CENTRE CO-ORDINATOR,
CENTRE IN THE PARK
GRADE / Grade 5
RESPONSIBLE TO / FACILITIES MANAGER – NORFOLK HERITAGE PARK AND CHOLERA MONUMENT GROUNDS / CLAY WOOD
RESPONSIBLE FOR / SUPERVISION OF THE PART-TIME RECEPTION/ADMIN, CARETAKING STAFF AND ANY OTHER PERSON WHO FROM TIME TO TIME MAY BE ALLOCATED TO THE POSTHOLDER’S RESPONSIBILITY
HOLIDAY AND SICKNESS RELIEF / COVER FOR RECEPTION/ADMIN AND CARETAKING STAFF
PURPOSE OF JOB / The Centre Co-ordinator is part of the Centre in the Park management team within Parks and Countryside Service. The team has responsibility for the efficient and effective running of the building and its associated facilities.
The post holder will have particular responsibility for supervising and co-ordinating the operational side of the Centre in the Park and developing new uses for the building.

Working for Sheffield

SPECIFIC DUTIES AND RESPONSIBILITIES / 1.  With the guidance and support of the Norfolk Heritage Park Facilities Manager, manage the Centre Coordinator role within the resources available; with due regard to City Council policies and performance criteria. Ensure, in so far as the grade requires, that the service aims and objectives are met. The nature of the post requires attendance in the evenings, weekends and bank holidays.
2.  To actively lead the Centre in the Park team and contribute to the development of Norfolk Heritage Park. With the support of the Facilities Manager implement policies, service plans and priorities, ensuring effective use of Council and external resources

Job Specific Items

Operational

3.  To ensure quality delivery of service for all Centre in the Park users and to maintain high standards of appearance for the Centre interior, its immediate exterior, and associated facilities (playgrounds, car park, etc.)
4.  To ensure the day to day security of the building, taking any necessary action promptly and reporting it to the relevant Council Officer.
5.  To be responsible for scheduling the rotas of the caretakers, reception/admin staff and to ensure adequate cover for the building.
6.  To ensure room bookings optimise the use of the building and its facilities.
7.  To ensure overtime, holiday sheets and sickness returns are correctly submitted by the Reception/Admin and Caretaking staff.
8.  To provide relief for Centre Receptionists and Caretaking staff and be on call when required.
9.  To ensure the Sheffield City Council Health and Safety is adhered to and that the Centre has a robust and effective fire evacuation procedure.
10.  To deal with Centre and members of the public in a courteous manner and respond to comments and complaints in a positive manner.
11.  To ensure co-ordination of relevant public information and displays within the Centre and maintain information on the Centre’s webpage.
12.  To assist with the planning, organising and delivery of major events in the park such as Sheffield Fayre and special events within the Centre.
Management
13.  To facilitate and actively contribute to regular user group meetings and promptly follow actions arising from those meetings.
14.  To report to the Facilities Manager on Centre income and expenditure.
15.  To undertake staff appraisals for Reception and Caretaking staff.
16.  To be responsible for ordering staff uniforms.
Development
17.  To support the Facilities Manager in developing initiatives which promote and extend the use of the building and its facilities in order to maximise the opportunities for community usage and income generation.
18.  In conjunction with the Facilities Manager set targets for Centre use and monitor and review the usage.
19.  To gather feedback from users of the Centre and assist the Facilities Manager to develop initiatives to improve service.
20.  To participate in training and development where appropriate.
General
21.  Ensure all administration and communications associated with areas of responsibility are dealt with using the most appropriate manual and/or technological systems and arrangements.
22.  Represent the Parks and Countryside Service where required, throughout the PLACE Portfolio, other Council departments and outside agencies, if necessary attending meetings as required.
23.  Be responsible for ensuring safe working practices are implemented as defined by Council policies, participating in the development, monitoring and maintenance of safe codes of practice.
24.  All duties and responsibilities should be carried out in accordance with agreed Council policies and procedures, in particular policies on equal opportunities and health and safety.
25.  All other duties and responsibilities as may arise.
ISSUE DATE / March 2010

Working for Sheffield

PERSON SPECIFICATION

CENTRE CO-ORDINATOR – CENTRE IN THE PARK

Candidates will initially be selected against criteria determined from the person specification and job description. Those successful at this stage, will then be invited to an Interview. / Method of Assessment

ESSENTIAL Skills / Knowledge

Candidates should be able to demonstrate:
·  Have experience and understanding of the management and operation of community based facilities.
·  Good interpersonal skills and the ability to communicate effectively.
·  Awareness of promotion and marketing, able to produce basic promotional material.
·  A knowledge and understanding of customer care standards
·  Competent at using a variety of IT systems
·  Administrative skills including report writing, staff rotas, banking, record systems, ordering and budget monitoring.
·  Approachable and supportive manager with a strong ability to manage and motivate staff.
·  An appreciation of and commitment to equal opportunities issues.
·  An understanding of working with Children and Young People at a community level
·  Experience of organising activities and events
·  The ability to organise priorities and work to tight deadlines
·  Ability to work as part of a team whilst using own initiative
·  An understanding of health &safety legislation / risk assessments / current fire safety regulations
·  Experience of working with community groups
·  Desirable to have a First Aid certificate / aPPLICATION
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Work Related Circumstances

Candidates should:
·  Be prepared to work flexible hours, including working some evenings weekends and bank holidays to cover Caretakers and Reception staff annual leave.
·  Being on call as required.
·  Enthusiasm for relevant training related to the duties of the post.
·  Have the use of a home telephone. / Application
Form
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Sheffield City Council

Role Profile Description

Date / October 2007
Family / Organisation Support
Role profile Level Number / OS2
Purpose
To review and interpret information within a defined area to provide support and input to advice and informed decision making individually or by supervising the work of a small team of junior staff.
Role Accountability / End Result
Performance Management
Apply knowledge, interpretation and analytical skills as input to development of solutions by others / ·  Useful Management Information produced
·  Colleagues supported
·  Accurate analysis and conclusions to help decision making
·  Quality standards maintained, anomalies highlighted
Planning
Prioritise own daily / weekly routine tasks and occasional allocated ad-hoc work, may do so for a team. / ·  Task and duties completed and delivered as instructed on time and to quality required
·  Team plan met
Policy Application
Understand and apply policy/rules/procedures / statutory obligations to task in area of responsibility / ·  Tasks complete on time and to required standard
·  Policy accurately and appropriately applied
· 
Policy Development
Undertake basic research, formatting and interpretation on relevant policies and best practice to enable contribution to policy development / ·  Problem areas recognised & identified; useful output & conclusions drawn Potential problems flagged up
Work Delivery
Undertake defined tasks, review, validate and assess information, make decisions on specific work area / ·  Tasks completed on time and to required standard
·  Contribute to team targets
·  Discrepancies/anomalies recognised & identified; useful output & conclusions drawn. Potential problems referred for resolution
·  Programmes enabled
People Management
May be required to organise, advise and guide a small team of junior staff. / ·  Keen, capable & informed staff
·  Own and team time managed effectively
·  Discipline maintained; personnel policies adhered to
·  Quality of team outputs maintained
Relationships
Provide or process basic information from other stakeholders / ·  Information flows smoothly
·  Stakeholders informed
Representation
Meet and greet/ represent business area/council at internal/external events / ·  Council reputation maintained or enhanced
Customer Service
Engage & interact with customers, respond to/anticipate customer queries and provide basic advice & guidance within defined business area, resolving any issues where possible / ·  Customer needs understood and met
·  Prompt, clear and accurate advice provided
·  Meet or exceed customer expectations
·  Chartermark awarded/maintained
·  Contentious issues referred to higher level
Resource Management
Monitor and influence use of resources to allocated tasks, identify and recommend any requirements / ·  Resources used effectively and with due care
·  Tasks achieved on time and to required standard
Partnership
Act as a team resource in partnership arrangements, carrying out allocated tasks as directed, with some responsibility for an specific area, respecting other organisation’s cultures & standards / ·  Partnership team operates effectively
·  Partnership facilitated/encouraged
·  Accurate and timely information flow
Nature of contacts and relationship (who and the nature of the communications)
Staff in other departments, members of the public. First point of contact, dealing with direct or referred enquiries, exchanging information, signposting, either face to face, by phone or electronically. Some contact with staff at levels 2 and 3.
Working Environment Context (physical, disagreeable, health and safety aspects)
Mainly within an office environment, but some off site working
Procedural Context (creativity, discretion, impact)
Some discretion as to activities carried out. Low to moderate impact internally or externally. primarily undertaking work of a routine nature but has opportunity to show initiative.
Direction Received
Carries out a range of tasks under limited supervision. Some work scheduling and prioritisation.
Key facts and figure ranges (include likely size of any team managed)
No budget responsibility :may be required to guide and mentor small team of junior staff
Skills, knowledge and qualifications (Formal qualifications typically required. Essential and generally preferred)
Literacy, numeracy and IT skills, together with advanced technical knowledge equivalent to HNC/HND, and ability to guide junior staff
Work Knowledge
Detailed knowledge of own business area, pertinent policies and procedures and context of operation, Enhanced awareness of customer needs and service standards,
Work Skills and Equipment Operated
Standard office equipment and office software, together with some advanced packages. Ability to travel
SM1 / SM2 / SMD / CRE / CON / DDIS / DCON / RES / WWD / KS / TOTAL
2 / 1 / 0 / 2 / 2 / 2 / 2 / 2 / 2 / 3 / 334