Embedded Senior Coordinator – Adult Operations (G6)

Job Category : Administration

Location : County Hall, Chichester, West Sussex County Council

Hours Per Week : 37.00

Start Date : Immediate Start

Start Time : 09:00

End Time : 17:30

*SEEKING IMMEDIATE START – Must have Enhanced DBS*

Pay Rate: £13.69/hr (Grade 6) 

Working pattern: Full time 

Working arrangement : Mainly work from home (JD says hybrid with travel expected, but substantive post hold works pretty much full time from home) 

Length of contract: Initially 6 months, but has potential to extend for 9 or 12 months, depending on post holder’s maternity leave 

The successful candidate will require the following: 

• Needs to be resilient and able to manage exposure to complex and sometimes distressing information about customer situations (both adult and children)

• Must be able to take minutes to a high standard

• Will be able to work to tight deadlines and be autonomous when managing the panels 

• Needs to be confident working with a range of professionals 

About the role: 

The role of an Embedded Senior Coordinator is to provide a self-directed, proactive, and confidential administrative and professional support service to the Assistant Director (Adult Operations) and senior managers, within the Adult Social Care Directorate. 

This will include administration for various panels, note taking for a range of customer based and internal management meetings, management of spreadsheets and data and provision of a diary management function.

Key Skills:

1. Exceptional organisational and time management skills to plan, prioritise and

multi-task, managing competing and complex requests for information from

colleagues, senior management, Assistant Director and the public.

2. Ability to manage and prioritise workloads efficiently, able to organise and

manage self to meet deadlines, be self-aware and able to respond

constructively to situations, balancing competing demands and recognising

when to seek help appropriately. To take responsibility for own performance

and to be proactive in relation to own work and professional development.

3. Ability to organise and co-ordinate complex meetings and panels, provide

comprehensive minutes for these, collate updates, and take forward arising

actions.

4. Effective and proactive diary management, (re)prioritisation and booking of

meetings, events etc, liaison with colleagues, partners, and customers to

manage expectations effectively and provide a positive interaction with/for

the Assistant Director(s) and Directorate.

5. Ability to communicate effectively and professionally, verbally and in writing,

with Senior Management, Programme Management Office and public.

6. Ability to provide guidance and advice to all enquiries in a timely manner.

Taking ownership of enquiries and providing proactive feedback on progress

and outcomes ensuring contacts are escalated if appropriate.

7. Ability to anticipate any arising issues, including those effecting deadlines and

resolve and share these.

Qualifications and/or experience:

• NVQ 3 in Business Administration, or equivalent administrative experience.

• GCSEs in English Language and Mathematics (9-4 or A-C), or equivalent

qualifications, or equivalent experience of demonstrating that level of literacy

and numeracy.

Demonstrable experience of working in a demanding administrative role with

senior level staff and members of the public.

• Proven experience of managing and processing invoices and maintaining

accurate financial data spreadsheets to support payments by account

process.

• Proven experience of working with office systems and procedures, including

organising and arranging meetings, coordinating calendars, booking meeting

rooms and sending out papers and agendas.

• Awareness of Data Protection and confidentiality requirements.

• Proven experience of handling sensitive, highly confidential and sometimes

distressing, customer related information.

• Proven experience of working in a health or social care environment –

Desirable

• Proficient in the use of Microsoft Outlook, Word, Excel and PowerPoint.