Job summary
An exciting opportunity has arisen for a House Coordinator, to join our Nursing and Care Directorate. This role will require the successful candidate to be responsible for the day-to-day problem solving, acting as the central point of contact, and supporting the House Managers to ensure the smooth operation of the Houses.
Staff benefits include, shuttle bus, and more Read more below
Main duties of the job
Role Requirements
As the House Coordinator, you will have direct contact with children and their families, often during challenging times. This role therefore requires a level of empathy and the ability to communicate effectively in emotionally charged situations, which is not typically expected of other administrative roles within the organisation.
With experience of working in a complex environment, across a large and diverse workforce, you will be exceptionally organised with a high-level of attention to detail. You will naturally possess excellent inter-personal skills, and work closely with your colleagues, the children, young people, and their families.
Interview Date: To be confirmed.
Strictly no agencies,
please.
As we often receive high levels of
applicants for our roles, we regret that we will only be able to contact those
applicants who are shortlisted for interviews. Therefore, if you have not heard
from us within 2 weeks of the closing date, please assume you have not been
shortlisted for an interview on this occasion.
About us
The Childrens Trust is
the UKs leading charity for children with acquired brain injury, providing
expert rehabilitation, education, therapy, and care at our national specialist
centre in Tadworth, and to children and their families across the UK, via our
Brain Injury Community Service.
Boasting a beautiful 24-acre site in Surrey, we are located just outside
of London, close to the M25 (accessible via Junction 8, A217 to Tadworth) and
easily accessible via National Rail, by way of: Clapham Junction, Sutton, and
Epsom.
Job description
Job responsibilities
The role of House Coordinator is to be
responsible for day-to-day problem solving, act as the central point of contact
and support the House Manager to ensure the smooth running of the House.
As the House Coordinator you will have
direct contact with children and their families, often when they are in a very
difficult position. This role,
therefore, requires a level of empathy and the ability to communicate effectively
in challenging emotional situations which is not expected of all administrative
roles across the organisation.
Office
Administration
- Organise the paperwork for all admissions and
discharges.
- Support the filing of medical notes, ensuring
care plans are in good order and meet regulatory compliance requirements and/
or quality standards.
- Collate, prepare and archive all notes,
documents and care plans of discharged children.
- Assist the house team with their typing, filing
and office management.
- Type-up staff Personal Development Reviews;
review reports; care plans; and letters etc., as requested by the teams, whilst
maintaining confidentiality at all times.
- Ensure that meetings are arranged and
administered proficiently and that appropriate minutes are taken and
disseminated, in a timely manner.
- Act as the first point of contact for general
enquiries (both internal and external) received on a day to day basis.
- Assist in the production of the duty rota on
the Staff Care system, ensuring it is communicated to all parties, as
requested.
- Produce information and data from the Staff
Care computerised rota system, as requested by the House Managers.
- In conjunction with the House Managers, monitor
staff sickness absence and arrange reviews as required.
- Check and amend SMI rotas accurately, and
regularly, to enable the House Managers to close rotas for staff to sign off
their electronic timesheets.
- Check any manual timesheets are correct prior
to authorisation by the House Managers.
- Coordinate bank and agency staff in Staff
Co-ordinators absence, in liaison with House Managers/Deputies/Team
Leader/Shift leader.
- Complete weekly absence returns and produce
required information/ data from the Staff Care computerised system, as
requested by the House Managers.
- Update annual leave records in liaison with the
House Managers.
- Train new staff on in-house IT systems and
office procedures within the first week of staff induction and help them to
complete all relevant online training withing the first few weeks of their
employment.
- Co-ordinate team days and support team training
events.
- Add new starters to our SMI staff care system,
carrying out training in the use of SMI for their off/shift requests and
timesheet signoff.
- Update the ICRS system (Integrated Child
Records System).
- Update staff supervision records.
- Coordinate the Team Day Agenda and book
facilitators as necessary.
- In the house managers absence, coordinate with
the shift leader about the day-to-day staffing on house, allocations and making
decisions on bank and agency staff requirements with the Staff Coordinator and
ensuring that the diary is up to date with current staffing figures.
- Coordinate with the training team to keep
compliance for training figures on your house at the required standard.
Book staff onto training sessions through the access training reporting system
adding training dates to the SMI staff rota.
- Coordinate with the clinical staff member to
ensure all internal and external medical equipment is ordered and up to a safe
stock level.
- Competencies ensure paperwork is scanned for
staff and add the information to their SMI record.
- Policy of the Month print and ensure all
staff read and sign.
- Induction Fire Checklist ensure new staff
receive training and keep records of Emergency Procedures update.
- Petty Cash keep records up to date, organise
monies for childrens birthday parties, outings and staff expenses.
- Liaise with the Help Desks to arrange deep cleans
maintenance of equipment and redecorating or rooms as required.
- Organise transport for staff to attend hospital
when a child has been admitted.
- Attend training meetings on a quarterly basis.
- Photocopy childrens and young peoples
paperwork for solicitors to use in ongoing legal cases.
- Attend training relevant to your role and
complete mandatory training every year.
- Book transport for children to attend off site
appointments, as required, with the helpdesk coordinator and transport manager.
- Place orders for any required equipment and/or
resources for the children and young people, as deemed necessary.
- Organise and book visitors to site, as well as
virtual meetings.
- Meet, greet and maintain good relationships
with parents, staff, volunteers and visitors.
- Organise parking for visitors with reception.
- Liaise with families and the accommodation team
for parent accommodation to be organised.
- Arrange appointments directly with hospitals
and ensure parents/social workers are informed.
- Contact parents/carers/social workers with
onsite appointments on behalf of doctors admin staff.
- To undertake other or additional duties
that are within your skills and abilities, as the organisation may reasonably
require from time to time.
Job description
Job responsibilities
The role of House Coordinator is to be
responsible for day-to-day problem solving, act as the central point of contact
and support the House Manager to ensure the smooth running of the House.
As the House Coordinator you will have
direct contact with children and their families, often when they are in a very
difficult position. This role,
therefore, requires a level of empathy and the ability to communicate effectively
in challenging emotional situations which is not expected of all administrative
roles across the organisation.
Office
Administration
- Organise the paperwork for all admissions and
discharges.
- Support the filing of medical notes, ensuring
care plans are in good order and meet regulatory compliance requirements and/
or quality standards.
- Collate, prepare and archive all notes,
documents and care plans of discharged children.
- Assist the house team with their typing, filing
and office management.
- Type-up staff Personal Development Reviews;
review reports; care plans; and letters etc., as requested by the teams, whilst
maintaining confidentiality at all times.
- Ensure that meetings are arranged and
administered proficiently and that appropriate minutes are taken and
disseminated, in a timely manner.
- Act as the first point of contact for general
enquiries (both internal and external) received on a day to day basis.
- Assist in the production of the duty rota on
the Staff Care system, ensuring it is communicated to all parties, as
requested.
- Produce information and data from the Staff
Care computerised rota system, as requested by the House Managers.
- In conjunction with the House Managers, monitor
staff sickness absence and arrange reviews as required.
- Check and amend SMI rotas accurately, and
regularly, to enable the House Managers to close rotas for staff to sign off
their electronic timesheets.
- Check any manual timesheets are correct prior
to authorisation by the House Managers.
- Coordinate bank and agency staff in Staff
Co-ordinators absence, in liaison with House Managers/Deputies/Team
Leader/Shift leader.
- Complete weekly absence returns and produce
required information/ data from the Staff Care computerised system, as
requested by the House Managers.
- Update annual leave records in liaison with the
House Managers.
- Train new staff on in-house IT systems and
office procedures within the first week of staff induction and help them to
complete all relevant online training withing the first few weeks of their
employment.
- Co-ordinate team days and support team training
events.
- Add new starters to our SMI staff care system,
carrying out training in the use of SMI for their off/shift requests and
timesheet signoff.
- Update the ICRS system (Integrated Child
Records System).
- Update staff supervision records.
- Coordinate the Team Day Agenda and book
facilitators as necessary.
- In the house managers absence, coordinate with
the shift leader about the day-to-day staffing on house, allocations and making
decisions on bank and agency staff requirements with the Staff Coordinator and
ensuring that the diary is up to date with current staffing figures.
- Coordinate with the training team to keep
compliance for training figures on your house at the required standard.
Book staff onto training sessions through the access training reporting system
adding training dates to the SMI staff rota.
- Coordinate with the clinical staff member to
ensure all internal and external medical equipment is ordered and up to a safe
stock level.
- Competencies ensure paperwork is scanned for
staff and add the information to their SMI record.
- Policy of the Month print and ensure all
staff read and sign.
- Induction Fire Checklist ensure new staff
receive training and keep records of Emergency Procedures update.
- Petty Cash keep records up to date, organise
monies for childrens birthday parties, outings and staff expenses.
- Liaise with the Help Desks to arrange deep cleans
maintenance of equipment and redecorating or rooms as required.
- Organise transport for staff to attend hospital
when a child has been admitted.
- Attend training meetings on a quarterly basis.
- Photocopy childrens and young peoples
paperwork for solicitors to use in ongoing legal cases.
- Attend training relevant to your role and
complete mandatory training every year.
- Book transport for children to attend off site
appointments, as required, with the helpdesk coordinator and transport manager.
- Place orders for any required equipment and/or
resources for the children and young people, as deemed necessary.
- Organise and book visitors to site, as well as
virtual meetings.
- Meet, greet and maintain good relationships
with parents, staff, volunteers and visitors.
- Organise parking for visitors with reception.
- Liaise with families and the accommodation team
for parent accommodation to be organised.
- Arrange appointments directly with hospitals
and ensure parents/social workers are informed.
- Contact parents/carers/social workers with
onsite appointments on behalf of doctors admin staff.
- To undertake other or additional duties
that are within your skills and abilities, as the organisation may reasonably
require from time to time.
Person Specification
Qualifications
Essential
- Educated to GCSE Level with Maths & English at Grade C or above (equivalent).
Desirable
- NVQ II in Administration or Customer Service.
Experience
Essential
- Previous experience within an Administrative role.
- Strong management skills.
- Working under pressure in complex and demanding environments, and to specific timeframes.
- Ability to build strong relationships with clients.
- Experience of working with databases and updating tracking spreadsheets and information systems.
Desirable
- Experience and practical application of CQC, Ofsted Care and Ofsted Education compliance regulations.
Skills & Knowledge
Essential
- Excellent administration skills.
- Excellent communication and presentation skills (both written and verbal).
- Highly organised, strong attention to detail and aptitude for working methodically.
- Ability to embrace change and new challenges and learn new skills with a positive attitude.
- Remain calm under pressure, with the ability to multi-task.
- Ability to work collaboratively and as part of a team, whilst taking personal accountability for solving day to day problems.
- Strong interpersonal skills, with the ability to display discretion when dealing with confidential and sensitive information.
Desirable
- Clean UK Driving Licence.
Personal Qualities
Essential
- Commitment to the vision and Promises of The Childrens Trust.
- Flexible and can do attitude to competing commitments in workload.
- Highly motivated and reliable.
- Ability to cope working in a demanding environment.
- Commitment to maintaining personal wellbeing and the wellbeing of colleagues.
Person Specification
Qualifications
Essential
- Educated to GCSE Level with Maths & English at Grade C or above (equivalent).
Desirable
- NVQ II in Administration or Customer Service.
Experience
Essential
- Previous experience within an Administrative role.
- Strong management skills.
- Working under pressure in complex and demanding environments, and to specific timeframes.
- Ability to build strong relationships with clients.
- Experience of working with databases and updating tracking spreadsheets and information systems.
Desirable
- Experience and practical application of CQC, Ofsted Care and Ofsted Education compliance regulations.
Skills & Knowledge
Essential
- Excellent administration skills.
- Excellent communication and presentation skills (both written and verbal).
- Highly organised, strong attention to detail and aptitude for working methodically.
- Ability to embrace change and new challenges and learn new skills with a positive attitude.
- Remain calm under pressure, with the ability to multi-task.
- Ability to work collaboratively and as part of a team, whilst taking personal accountability for solving day to day problems.
- Strong interpersonal skills, with the ability to display discretion when dealing with confidential and sensitive information.
Desirable
- Clean UK Driving Licence.
Personal Qualities
Essential
- Commitment to the vision and Promises of The Childrens Trust.
- Flexible and can do attitude to competing commitments in workload.
- Highly motivated and reliable.
- Ability to cope working in a demanding environment.
- Commitment to maintaining personal wellbeing and the wellbeing of colleagues.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
