Job Description & Person Specification /

Job Title:Learning, Development & Breaks Co-ordinator

Location:Gloucester Based

Responsible to:Learning Development Service Manager

Hours per week:Full time

Salary:£18,521

______

Main Purpose of the Job

To provide administration support for a countywide carer learning, development & breaks programme including: liaison with relevant stakeholders, organisation of sessions/events and maintenance of information systems.

To raise awareness and increase the uptake of opportunities for carers to access short breaks through the co-ordination of regular trips and events throughout the year.

Key Tasks:

Positive Caring Programme:

  • Assisting in the organisation of sessions including the booking of venues and trainers / facilitators and ensuring resources are available as required.
  • Contacting carers to discuss the programme, their requirements and booking places accordingly.
  • Organising replacement care and transport for carers as agreed.
  • Managing programme requirements in terms of stationary and session resources.
  • Dealing with enquires made from the public and partnership organisations providing a high standard of customer care.
  • Supporting the engagement strategy in promoting the programme with carers and other stakeholders including attendance at conferences and events
  • Transporting resources and setting up learning and development sessions in venues across the county when required

Organising Trips and Events for Carers:

  1. To manage a programme of outings, trips or events for Carers throughout the year, making use of donations and funding received already as well as looking for other opportunities. This involves managing bookings, arrangements and seeking staff volunteers to assist on the day.
  1. Liaise with and visit venues/organisations to book & plan the trip/s & events ensuring all arrangements are in place.
  1. Carry out risk assessments prior to the event, file appropriately and take note of any issues.
  1. Use information gathered to evaluate effectiveness of the programme, identify gaps and to ensure good relationship management with funders.

General Tasks:

  • Maintaining manual filing and record systems
  • Maintaining databases (CharityLog and Excel) & producing reports as directed
  • Producing a range of documents including letters & reports using a number of IT packages (inc Word, Excel,
  • Undertaking a range of general duties including the collation of information, collection and dispatch of mail to support the smooth running of the programmes
  • Setting up relevant meetings
  • Work closely with the Communications Team to ensure promotion and coverage is achieved including the use of the social media.
  • Any other task which might reasonably fall within the remit of the post although not specifically described in this job description as requested by the Line Manager.

General

Teamwork is essential to the smooth running of the organisation and all members are required to play an active part. Staff duties include helping to maintain cover in the office, dealing with calls from Carers and following all the policies and procedures of the organisation. Everyone has a responsibility to work co-operatively and in collaboration with all members to ensure that the organisation meets the requirements of the service level agreements it has entered.

Location

The role is based at Messenger House, Gloucester, however the jobholder may be required from time to time to work anywhere within the county of Gloucestershire, as such a current UK driving licence and access to a vehicle or access to equivalent transport is required.

This job description sets out the main duties of the role as at the date it was drawn up. These may vary from time to time without changing the general character of the role or the level of responsibility entailed. It is expected, therefore, that the jobholder will undertake any other duties commensurate with the grading of the post as allocated through line management.

Carers Gloucestershire as an employer

Carers Gloucestershire is an equal opportunities employer and a Mindful Employer.

Mindful Employer means that Carers Gloucestershire has a positive and enabling attitude to employees and job applicants with mental health issues.

Person Specification:

Criteria / Essential / Desirable
Experience/Knowledge / Proven experience of good administrative, organisational and IT skills
Experience of using CRM databases
Experience of organising / coordinating training programmes/events/meetings
Experience of managing own workload and dealing with a number of different demands at the same time and re-prioritising where necessary
Experience of organising meetings / Knowledge of carers’ issues
Experience of working in the voluntary sector
Experience of working with a range of statutory and voluntary agencies
Experience of budget monitoring, production of reports and statistical information
Skills / Excellent verbal and written skills
Good listening skills and customer service skills with an ability to communicate professionally and with empathy over the telephone and face to face
Good level of computer skills particularly in the use of Microsoft Office suite: Outlook, Word, Excel
Aptitudes & Abilities / Ability to plan, monitor and manage own workload
Ability to work to deadlines
Ability to work as part of a team
Ability to communicate with public and professionals at all levels
Flexibility of approach to enable a positive contribution to other areas of the organisation as and when priorities dictate
Disposition / Equal Opportunities Practitioner with a non-judgemental approach
Positive and enthusiastic attitude with a ‘can do’ approach
Accepting of supervisory guidance and advice

January 2018