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Facilities Coordinator

4 months ago

London, United Kingdom Family Futures CIC Full time

Business Support Apprenticeship with Family Futures
- ____________________________

About Us

Family Futures is a not for profit, independent adoption and fostering agency in
London, rated ‘Outstanding’ by Ofsted in 2018 for the third consecutive time. We specialise in providing assessment and treatment services for children who are traumatised or have attachment difficulties, as well as providing support to adoptive parents, special guardians, kinship carers and foster carers.

Diversity and Inclusion statement

At Family Futures our staff are all different as each staff member brings different lived experiences, unique ways of thinking and ideas to the team to provide an excellent service. This is one of our greatest strengths and enhances our agency’s culture.

As the Business Support Apprentice, you will undertake a number of administrative activities to support the service including diary management, booking meetings, planning events, organising travel and preparing travel itineraries. You will build strong working relationships across the organisation, develop strong business administration skills and will work towards a Level 3 in Business Administration.

Hours:

- Monday - Friday 9.00 am - 5.00 pm,
- 37.5 hours per week, excluding 30 minutes lunch break

The apprentice will be allocated time to spend at least 20% (one day) of their time as off the job training.

Reports to:

- Operations Manager

Duration:

- The duration of the contract will be confirmed during the recruitment process.

For example, it may typically be 12 - 18 months.

Salary scale:

- £17,000 per annum

Business Support

Main Tasks:

- To assist with case tracking (e.g., regularly auditing Charms accounts and checking they have all of the ‘tracking’ items like goals, costings etc)
- Supervision filing
- To support with file checks (case reviews)
- Book non-case related diary bookings (e.g. booking the CEO CVVA meetings or meetings with external people)
- Upload assessment videos to Dropbox
- To support maintenance of an accurate log of life story work, ensuring rolls have been photographed and filed and any no longer needed are returned to the family or disposed of in the confidential waste bin.

Marketing & Communications
To provide aid to the Marketing & Communications Manager, promoting Family
Futures’ work in the following areas:
Relationship building and community fundraising
- To research new opportunities and contacts in the local community to promote the work of Family Futures
- To maintain a database of contacts (currently in Excel) for community fundraising, recruitment of foster carers and other marketing activities
- To correspond with supporters and deal with enquiries, e.g. distributing flyers, sending thank you letters and answering enquiries

Photo development
- To assist on taking photos of training and events at Family Futures, organise permissions and maintain the shared photo library.

Marketing literature
- Organise stock and displays of flyers, posters and other publicity materials at

Family Futures and in the local community. Liaise with printers and suppliers.

Other
- Researching and keeping a calendar of key dates in the year (e.g., national adoption week, anti-bullying etc and also key cultural and religious festivals) to feed into marketing and also team awareness

Events
- To assist with booking speakers and venues for events
- To prepare in advance handouts, handbooks, food and venues for trainings and in-house team meetings and events
- To assist with liaising with external suppliers if any are required for the event
- To host on the day events in collaboration with other members of Family

Futures
- Ensure that the premises are properly prepared and that all amenities are available to event participants.
- To have a working knowledge of Family Futures AV equipment.
- To assist in maintaining Family Futures training resources, e.g. the library

(adults, children and digital) and ensure that they are properly logged and kept up-to-date
- To assist in researching travel tickets and accommodation for training
- Order training supplies when necessary

Permanency

Reception
To cover reception in the absence of the Facilities Coordinator:

- Act as receptionist, greeting families, signing them in and preparing refreshments on arrival as and when needed
- Deal with new contacts’ initial telephone enquiries and send out relevant packs
- Ensure all visitors sign the Visitors’ Book, both in and out
- Assist people with car parking spaces
- Organise travel and hotel accommodation for staff and families
- To keep the reception/kitchen area tidy and to load and unload the dishwashers
- Order and sign for food deliveries as well as put the items away
- Ensure that all windows are secure by 5pm
- Order stationery and equipment including art equipment and restock the rooms if supplies are low
- Collect, open, distribute and send out daily post

General
- To carry out any other duties as required b